School trip shopping list: everything to bring

A school trip needs more than packed lunches and a bus. Plan food and drinks for the full day, then add the equipment that keeps groups organised, connected and comfortable. This list covers coolers, ice packs, reusable tableware, food-preparation supplies, chargers, outdoor games and basic event equipment. Buy or collect per participant where possible, and label shared bags before departure so nothing is left behind at the meeting point.

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What to bring

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

Furniture

Picnic tablesqty 8
Folding chairsqty 12
Foldable tablesqty 4
Tableclothsqty 8

Equipment

Coolersqty 6
Ice packsqty 24
Power banksqty 4
Phone chargersqty 6
Extension cordsqty 3
Portable speaker
Camera

Sports equipment

Footballsqty 4
Frisbeesqty 6
Skipping ropesqty 8
Softballsqty 6
Conesqty 24
Tug of war rope
Vestsqty 30

Tableware

Reusable cupsqty 75
Reusable platesqty 75
Reusable cutleryqty 75
To-go drink cupsqty 70

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Serving tongsqty 4
Cool bagsqty 10
Food containersqty 12
Kitchen towelsqty 8
Aluminum foilqty 3
Cling filmqty 3

Decorations

Group flagsqty 8
Colored ribbonsqty 10
Name stickersqty 80
Waterproof markersqty 12
Balloonsqty 80

Catering

Lunch boxesqty 70
Drink bottlesqty 70
Napkinsqty 150
String tagsqty 80
Snack bagsqty 100
Thermos flasksqty 4
Water jugsqty 6

Safety

First aid kitsqty 2
Disposable washclothsqty 2
Whistlesqty 8
Reflective vestsqty 8
Flashlightsqty 4

Documentation

Clipboardsqty 8
Pensqty 20
Plastic document sleevesqty 30
Bindersqty 4
Wristbandsqty 80

Cleaning

Waste binsqty 6
Hand broomsqty 3
Trash bag holdersqty 6

Groceries

Groceries
- Whole wheat bread - 10 loaves
- White loaves - 6 loaves
- Whole wheat wraps - 40 pieces
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 3 jars
- Jam - 3 jars
- Cream cheese - 1 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 2 kilograms
- Lettuce - 8 heads
- Apples - 80 pieces
- Bananas - 70 pieces
- Mandarins - 70 pieces
- Grapes - 6 kilograms
- Cherry tomatoes - 3 kilograms
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Pretzels - 6 bags
- Rice cakes - 8 packs
- Muesli bars - 80 pieces
- Raisins - 80 bags
- Cookies - 8 packs
- Popcorn - 6 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lemon juice - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Spice mix - 2 bags
- Still water - 12 bottles
- Carbonated water - 6 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Lemonade syrup - 4 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Iced tea - 6 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Coffee creamer - 2 packs
- Ice cubes - 10 bags
- Paper straws - 100 pieces
- Allergy-free sandwiches - 10 pieces
- Allergy-free meat substitutes - 10 portions
- Gluten-free wraps - 10 pieces
- Vegan cheese - 500 grams
- Vegan toppings - 500 grams
- Gluten-free cookies - 4 packs
- Vegan muesli bars - 20 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Cleaning wipes - 6 packs
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Trash bags - 6 rolls
- Freezer bags - 4 boxes
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Bandages - 4 boxes
- Disposable gloves - 2 boxes
- Tissues - 20 packs

Tips

Pack one lunch and one drink per participant, plus at least 10% extra for late additions or spills. Keep dietary meals in separate, clearly labelled containers.
Use one cooler or cool bag for every 8–12 lunch packs, with enough ice packs to keep food chilled until the main meal. Chill drinks the evening before the trip.
Take one reusable cup, plate and set of cutlery per participant, plus 5–10 spare sets. Bring separate to-go drink cups if drinks will be served during travel or at a second stop.
Prepare shared equipment in labelled bags: one bag for tableware and kitchen items, one for sports equipment and one for chargers and power banks. This saves time when groups arrive at the meeting point.
Print the participant list and group assignments before shopping and pack one first-aid kit where an escort can reach it quickly. Charge power banks and phones the night before, rather than on departure morning.

Frequently asked questions

How much food and drink do I need for a school trip?: Plan one lunch pack and at least one drink per participant for a full-day trip, with 10% extra. For the first hour, allow roughly two drinks per person if the weather is warm or the route includes outdoor activity.
How many coolers do I need for a school trip?: Use one cooler or cool bag for every 8–12 lunch packs. Add enough ice packs to cover the food around the sides and top, and chill everything for at least 8 hours before departure.
What tableware should I buy for a school trip?: Take one reusable cup, plate and cutlery set per participant, plus 5–10 spare sets. Add to-go drink cups when drinks need to be handed out on the bus or during a second activity.
When should I prepare the school trip shopping?: Buy non-perishable supplies 3–7 days before departure and confirm food quantities after registrations close. Assemble lunch packs the day before, refrigerate them overnight and pack dietary meals separately.

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