What to bring for a stadium tour

A stadium tour needs more than tickets and transport. Pack the check-in materials, refreshments, safety items and backup equipment before the group arrives at the departure point. Plan drinks for the full route, not just the time inside the stadium, and keep tickets, badges and attendance sheets together. This shopping list covers the practical items for welcoming participants, moving the group safely and handling changes in weather or timing.

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What to bring

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

Furniture

Foldable tablesqty 3
Folding chairsqty 30

Tableware

Reusable cupsqty 40
Reusable platesqty 35
Reusable cutleryqty 35
Napkin holderqty 2

Kitchen

Coolersqty 3
Ice packsqty 12
Thermos flasksqty 3
Serving jugsqty 3

Equipment

Mobile phoneqty 3
Power banksqty 3
Chargersqty 3
Flashlightsqty 2

Paper goods

Printed ticketsqty 30
Participant badgesqty 30
Attendance listsqty 3
Clipboardsqty 3
Ballpoint pensqty 6
Route mapsqty 35

Safety

First aid kit
Rain ponchosqty 35
Hi-vis vestsqty 4

Cleaning

Waste binsqty 3
Trash bag holdersqty 3

Catering

Groceries
- Still mineral water - 30 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee beans - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Coffee cups - 40 pieces
- Stir sticks - 40 pieces
- Tea Bags - 40 pieces
- Croissants - 30 pieces
- Mini muesli bars - 35 pieces
- Bananas - 30 pieces
- Apples - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Cereal bars - 35 pieces
- Whole grain bread - 4 loaves
- White rolls - 35 pieces
- Young cheese - 1 kilo
- Back ham - 1 kilo
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Unsalted butter - 2 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper towels - 4 rolls
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles
- Trash bags - 2 rolls
- All-purpose cleaner - 1 bottle
- Sponges - 4 pieces
- Tea towels - 6 pieces
- Wet wipes - 4 packs

Tips

Prepare one printed ticket and one participant badge per person, plus a small number of blank badges for last-minute additions. Keep the attendance list, clipboards and pens together at check-in.
Allow roughly two to three drinks per person for the first hour, then add one drink per person for each additional hour. Use coolers and enough ice packs to keep everything cold during transport.
Pack one reusable cup, plate and set of cutlery per participant, plus at least 10% extra for replacements. Bring serving jugs, napkins and a napkin holder so food and drinks can be served without unpacking everything.
Take one power bank for every two mobile phones used by the organisers, along with the correct chargers. Download or print the route maps before departure because mobile coverage and battery life can be unreliable.
Pack one rain poncho per participant when rain is possible, and keep the first aid kit, torches and high-visibility vests accessible rather than buried in the equipment bags.

Frequently asked questions

What drinks should I buy for a stadium tour?: Plan for two to three drinks per person during the first hour, then one additional drink per person for every extra hour. Bring coolers and ice packs, especially if the group will wait or travel before the tour.
How many printed tickets and badges do I need?: Print one ticket and one badge for every registered participant, then prepare a few blank badges for late changes. Finish printing at least one day before departure so missing names can be corrected.
What should I pack for bad weather on a stadium tour?: Bring one rain poncho per participant when rain is forecast, together with torches and high-visibility vests for outdoor walking or low-light areas. Check the forecast again on the morning of the tour.
How much extra catering should I buy for a stadium tour?: Buy about 10% extra reusable tableware and refreshments beyond the confirmed participant count. Confirm dietary requirements before placing the meal order, preferably at least three days in advance.

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