School trip shopping list

A school trip needs more than packed lunches and a bus. You also need a clear way to identify groups, keep drinks cold, share route information and handle minor injuries. This shopping list covers the practical supplies for a school day out, including reusable picnic items, coolers, safety equipment, activity gear and printed materials. Check quantities against the number of pupils, supervisors and groups before you shop.

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What to bring

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

Office

Participant listsqty 8
Group listsqty 8
Emergency contact listsqty 8
Route mapsqty 12
Clipboardsqty 8
Ballpoint pensqty 20
Name stickersqty 75
Luggage tagsqty 75
Markersqty 8
Tapeqty 4
Notepadsqty 8

Safety

First aid kitsqty 2
Disposable glovesqty 20
Safety vestsqty 8

Furniture

Foldable tablesqty 4
Folding chairsqty 12

Catering

Coolersqty 6
Ice packsqty 18
Reusable drinking cupsqty 75
Reusable platesqty 75
Reusable cutleryqty 75
Napkin holdersqty 4

Sports equipment

Footballsqty 4
Frisbeesqty 6
Skipping ropesqty 8
Conesqty 20
Relay batonsqty 8
Picnic blanketqty 8

Equipment

Portable megaphonesqty 2
Power banksqty 6
Charging cablesqty 8

Cleaning

Waste binsqty 6
Hand broomsqty 2
Eye-catchersqty 2

Groceries

Groceries
- Still water - 48 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Sugar - 1 kilo
- Coffee creamer - 2 packs
- Whole grain rolls - 80 pieces
- White buns - 80 pieces
- Halal sandwiches - 12 pieces
- Cheese slices - 2 kilos
- Ham slices - 2 kilo
- Halal chicken breast - 1 kilo
- Hummus - 6 tubs
- Jam - 4 jars
- Butter - 4 tubs
- Cucumbers - 12 pieces
- Cherry tomatoes - 2 kilos
- Apples - 80 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Muesli bars - 80 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted pretzels - 6 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 1 bottle
- Ice cubes - 10 bags
- Paper lunch bags - 80 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning wipes - 4 packs
- Tissues - 12 boxes
- Sunscreen - 8 bottles
- Insect Repellent - 4 sprays
- Bandages - 4 boxes
- Wound gauze - 4 packs
- Disinfectant spray - 2 bottles
- Cold packs - 10 pieces

Tips

Pack one drinking cup, plate, set of cutlery and napkin space per participant, plus a small spare supply for loss or damage. Reusable items should be counted before the day, not while lunch is being served.
Allow enough cooler space for the full day’s drinks and lunch packs, and chill drinks before departure. Use ice packs rather than relying on a last-minute bag of ice that may melt during transport.
Prepare one name sticker and luggage tag for every participant, then add at least 10% extra. Pack markers and tape with them so labels can be replaced quickly.
Print participant lists, group lists, emergency contacts and route maps before the trip, and place each set on a clipboard. Bring spare pens and notepads because these are commonly misplaced during regrouping.
Match sports equipment to the planned free-time activity instead of buying everything automatically. Pack the first aid kits, disposable gloves, safety vests and power banks where supervisors can reach them during the journey.

Frequently asked questions

What food and drink supplies do I need for a school trip?: Prepare one lunch pack and one drinking cup per participant, including supervisors if they are eating with the group. Chill the drinks in advance and bring coolers with enough ice packs for the whole travel and activity period.
How many name stickers and luggage tags should I buy?: Use one name sticker and one luggage tag per participant. Add at least 10% extra of each, so a group of 50 needs 55 stickers and 55 tags.
What paperwork should I print for a school trip?: Print one current participant list, one emergency contact list and enough group lists and route maps for each supervisor or group. Finish printing at least one day before departure so registration changes can still be included.
What safety equipment should supervisors bring on a school trip?: Keep at least one first aid kit with the supervising team, along with disposable gloves and safety vests where they can be reached quickly. Charge the power banks the night before and check that every supervisor knows who carries them.

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