What to buy and pack for a school trip

A school trip needs more than lunch and a bus booking. Pack food and drinks by participant, then prepare the equipment that keeps groups together and staff reachable throughout the day. Reusable bottles, coolers, name stickers, wristbands and luggage tags are easy to overlook until departure morning. Safety supplies also need checking before you leave, especially first aid kits, safety vests, emergency blankets, flashlights and power banks.

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What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 8

Catering

Coolersqty 6
Reusable water bottlesqty 60
Groceries
- Whole wheat bread - 12 loaves
- Mini bake-off rolls - 70 pieces
- Mild cheese - 3 kilograms
- Shoulder ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 1.5 kilograms
- Peanut butter - 3 jars
- Apple syrup - 2 jars
- Low-fat margarine - 3 tubs
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Apples - 70 pieces
- Bananas - 70 pieces
- Grapes - 5 kilograms
- Muesli bars - 70 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Whole grain cookies - 6 packs
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 100 bottles
- Spa Rood - 30 bottles
- Sparkling Lemonade - 3 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Stirrers - 100 pieces
- Coffee filters - 1 pack
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Lemon juice - 1 bottle
- Napkins - 300 pieces
- Paper lunch bags - 70 pieces
- Diet-free sandwiches - 10 pieces
- Gluten-free rolls - 6 pieces
- Vegan spread - 1 kilogram
- Disposable cookies for dietary needs - 20 pieces
- Hand soap - 3 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Wet wipes - 6 packs
- Tissues - 12 packs
- Sunscreen - 8 bottles
- Insect repellent - 4 bottles
- Bandages - 4 boxes
- Disinfectant wipes - 2 packs
- Disposable gloves - 2 boxes

Tableware

Reusable cupsqty 70
Reusable platesqty 70
Reusable cutleryqty 70

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 4
Food containersqty 12
Cling filmqty 2
Aluminum foilqty 2
Ice packsqty 24

Safety

First aid kitsqty 2
Safety vestsqty 8
Emergency blanketsqty 4
Flashlightsqty 6

Equipment

Mobile phonesqty 6
Power banksqty 6
Charging cablesqty 8
Megaphone
Portable speaker

Organization

Clipboardsqty 8
Pensqty 20
Permanent markersqty 8
Name stickersqty 70
Wristbandsqty 70
Luggage tagsqty 70
Envelopesqty 70
Printer paper
Run sheetsqty 8
Floor plansqty 10
Wristband traysqty 6

Sports equipment

Frisbeesqty 6
Soft ballsqty 6
Picnic blanketsqty 8

Cleaning

Waste binsqty 6
Hand broomsqty 3
Dustpan and brushqty 3
Reusable cleaning clothsqty 12
Washing-up basinsqty 3

Tips

Plan lunch packs per pupil and escort, including any recorded dietary requirements. Chill drinks before departure and allow at least two drinks per person for a full day, more in warm weather.
Use one reusable water bottle per participant and label it before boarding. Add extra bottles or drinking water for anyone who may lose or forget theirs.
Prepare group-control materials in separate envelopes: name stickers, wristbands, luggage tags, pens and permanent markers. Keep one clipboard with the participant list and group assignments for each escort.
Load food equipment together so lunch service does not stall: coolers, ice packs, cutting boards, bread knives, serving spoons, food containers, cling film and aluminum foil.
Check safety and communication equipment at least one day before departure. Test mobile phones, power banks, charging cables, the megaphone and portable speaker, and confirm that every first aid kit is complete.

Frequently asked questions

What food should I buy for a school trip lunch?: Prepare one lunch pack per pupil and escort, adjusted for the dietary requirements you collected. Include food that can be served without cooking, plus containers, cling film or aluminum foil and at least two drinks per person for the first hour.
How many water bottles do I need for a school trip?: Provide one reusable water bottle for every participant and escort, then add a small reserve if the group is travelling for a full day. Label bottles before departure and chill drinks in coolers with ice packs.
What safety equipment is needed for a school trip?: Take at least one checked first aid kit, safety vests for escorts, emergency blankets and flashlights. Charge all mobile phones and power banks the day before, and keep emergency numbers with the run sheet.
When should I prepare school trip supplies?: Buy non-perishable food and check equipment at least three days before departure. Assemble lunch packs, chill drinks and load labelled group materials the day before; complete the final weather and first aid check before leaving.

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