What to pack and buy for a Round Trip

A Round Trip needs more than snacks and a route on your phone. You will need clearly labelled luggage, printed information, backup power and supplies for changing weather. Plan drinks and food around the travel time, and keep essential documents together so they are easy to reach at every stop. This checklist covers the practical items participants and organisers often forget until departure day.

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What to bring

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

Travel supplies

Participant badgesqty 20
Wristbandsqty 20
Route mapsqty 25
Daily schedulesqty 25
Emergency contact cardsqty 25
Waterproof document folderqty 2
Clipboardsqty 3
Ballpoint pensqty 10
Backpacksqty 4
Luggage tagsqty 25
Baggage claim beltsqty 6
Umbrellasqty 4
Rain ponchosqty 6
Sunscreenqty 3
Flashlightsqty 3
Power banksqty 4
Charging cablesqty 6
First aid kit
Motion sickness bagsqty 25
Hand sanitizerqty 4

Equipment

Navigation system
Mobile phonesqty 3
Portable speaker
Extension cordsqty 2

Catering

Coolersqty 3
Thermos flasksqty 3
Water jugsqty 3
Groceries
- Spa Blauw - 40 bottles
- Spa Rood - 20 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Fanta - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Stir sticks - 50 pieces
- Croissants - 25 pieces
- Whole wheat bread - 5 loaves
- White rolls - 25 pieces
- Multigrain bread rolls - 15 pieces
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 4 tubs
- Butter - 500 grams
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Apples - 25 pieces
- Bananas - 25 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 3 bags
- Muesli bars - 30 pieces
- Cookies - 4 packs
- Chocolate bars - 25 pieces
- Ice cubes - 8 bags
- Disposable tissues - 10 packs
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Disinfecting wipes - 3 packs
- Freezer bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper napkins - 3 packs

Tableware

Reusable cupsqty 25
Reusable platesqty 25
Reusable cutleryqty 25
Napkin holderqty 3

Kitchen

Cutting boardsqty 2
Chef's knifeqty 2
Bread knife
Pliersqty 3
Serving spoonsqty 3
Food storage containersqty 8
Ice packsqty 12

Cleaning

Waste binsqty 3
Cleaning clothsqty 8

Tips

Pack one route map and one daily schedule per participant, plus a few spare copies for lost or damaged papers. Keep them in a waterproof document folder with emergency contact cards, clipboards and pens.
Allow at least one reusable cup, plate and set of cutlery per participant, then add 10% extra for misplaced or dropped items. Use coolers for food and water jugs or thermos flasks for drinks during the journey.
Give every bag a luggage tag and use a simple visual marker, such as a baggage claim belt, when several participants bring similar luggage. This saves time when loading and unloading at each stop.
Pack one power bank and the correct charging cable for each person relying on a phone for navigation or contact. Charge them before departure; a low battery is easy to overlook when the schedule is busy.
Prepare for both rain and sun even when the forecast looks stable: bring umbrellas or rain ponchos, sunscreen and flashlights. Add motion sickness bags, hand sanitizer and a first aid kit where they can be reached without unpacking the luggage.

Frequently asked questions

What food and drinks do I need for a Round Trip?: Plan at least one snack and one lunch portion per participant, plus drinking water for the full travel period. For the first hour, allow roughly two to three drinks per person, then adjust for the remaining journey and weather. Pack chilled items in coolers and hot drinks in thermos flasks.
How many printed documents should I prepare for a Round Trip?: Print one route map and one daily schedule per participant, with at least two spare sets for the group. Prepare one emergency contact card per participant and keep the documents in a waterproof folder. Print them no later than the day before departure.
What should each participant bring on a Round Trip?: Each participant should have a backpack, labelled luggage, a charged mobile phone, the required charging cable and weather protection. Give them their badge or wristband, route information and emergency contact details before departure. Check these items at least 30 minutes before leaving.
What do people usually forget for a Round Trip?: Commonly missed items are power banks, charging cables, spare pens, luggage tags and motion sickness bags. Weather items such as sunscreen, rain ponchos and umbrellas are also often left until the last minute. Check these supplies the evening before and place them together with the travel documents.

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