What to Buy for a Pub Crawl

A pub crawl needs more than drinks at the bars. Bring water, welcome snacks, route maps, badges, payment supplies and a few safety items so the group can move between stops without confusion. Plan two to three drinks per person during the first hour, then adjust for the length of the crawl and each bar’s service. Pack supplies for the starting point separately, especially chilled drinks, ice packs, cups and registration materials.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Folding table

Communication

Route mapsqty 25
Participant badgesqty 25
Badge holdersqty 25
Wristbandsqty 25
Ballpoint pensqty 6
Waterproof markersqty 2
Clipboardsqty 2
Labelsqty 30
Envelopesqty 25

Equipment

Power banksqty 2
Charging cablesqty 4
Flashlightsqty 3

Safety

Reflective vestsqty 2
First aid kit
Hand sanitizerqty 2

Catering

Reusable cupsqty 30
Serving bowlsqty 5
Serving tongsqty 3
Coolersqty 2
Ice packsqty 8
Corkscrew
Bottle openersqty 2
Thermos bottlesqty 2
Groceries
- Spa Blauw - 30 bottles
- Spa Red - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ice tea - 4 bottles
- Orange juice - 4 liters
- Apple juice - 3 liters
- Alcohol-free beer - 12 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Tortilla chips - 4 bags
- Snacks - 3 bags
- Pretzels - 3 bags
- Popcorn - 3 bags
- Snack nuts - 3 bags
- Unsalted nuts - 2 bags
- Olives - 3 jars
- Pickles - 2 jars
- Cheese cubes - 1,5 kilo
- Grapes - 2 kilos
- Apples - 20 pieces
- Bananas - 20 pieces
- Hummus - 4 tubs
- Gluten-free crackers - 2 packs
- Vegan vegetable sticks - 2 kilo
- Napkins - 3 packs
- Paper towels - 2 rolls
- Trash bags - 2 rolls
- All-purpose cleaner - 1 bottle
- Disinfectant wipes - 2 packs

Decorations

Buntingqty 4
Balloonsqty 30
Balloon ribbon
Tableclothsqty 2

Cleaning

Waste binsqty 2

Finances

Cash box
Payment envelopesqty 5

Tips

Pack at least 500 ml of water per participant for the route, plus extra bottles at the starting point. A reusable cup for each person reduces spills and avoids relying on every bar to provide one.
Prepare one route map and one badge or wristband per participant, then add 10% spare copies. Keep pens, waterproof markers, labels and clipboards together at the reception table.
Chill welcome drinks at least 4 hours before arrival and use ice packs in coolers to keep them cold during registration. Bring bottle openers and a corkscrew instead of assuming the starting venue has them.
Take one charged power bank and the correct charging cables for every 8 to 10 participants. Add flashlights and reflective vests if any part of the route is outdoors after dark.
Bring a first aid kit, hand sanitizer and emergency contact details in a sealed envelope. Set aside a cash box and at least two payment methods before guests arrive, because splitting small costs later slows down the group.

Frequently asked questions

How much water do I need for a pub crawl?: Buy at least 500 ml per participant for the route, plus one extra 500 ml bottle for every five people. For a six-hour crawl, plan closer to 1 litre per person, especially in warm weather.
How many route maps and badges should I print?: Prepare one map and one badge or wristband per registered guest, then print 10% extra. For 30 participants, that means 33 copies of each.
When should I buy and chill drinks for a pub crawl?: Buy non-perishables one to two days ahead and chill welcome drinks at least 4 hours before guests arrive. Pack ice packs and coolers immediately before leaving for the starting point.
What safety supplies should I bring to a pub crawl?: Bring one first aid kit, hand sanitizer, a charged power bank, charging cables and flashlights. For routes after dark, pack reflective vests for the organizer team and keep emergency contacts in a sealed envelope.

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