What to buy for a staff trip day program

A staff trip day program needs more than transport and an activity booking. Prepare materials for check-in, route information, communication, refreshments and any shared food. Pack participant badges, printed documents and emergency contact forms before departure, then keep drinks and charging equipment accessible during the day. This shopping list helps you cover the items that are easy to forget, especially reusable cups, ice packs, power banks and serving tools.

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What to bring

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

Organization

Participant badgesqty 35
Badge holdersqty 35
Lanyardsqty 35
Attendance listsqty 4
Program leafletsqty 35
Emergency contact formsqty 35
Pen setsqty 6
Clipboardsqty 4
Route mapsqty 6
Name stickersqty 40
Document envelopesqty 4

Equipment

Power banksqty 4
Charging cablesqty 6
Mobile phonesqty 2
Camera

Catering

Coolersqty 3
Ice packsqty 12
Reusable water bottlesqty 35
Reusable cupsqty 40
Napkin holdersqty 4
Thermos flasksqty 3
Coffee cupsqty 40
Stirrersqty 100
Sugar bowlsqty 3
Groceries
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 12 cans
- Coke Zero - 12 cans
- Ice tea - 12 cans
- Orange juice - 6 liters
- Apple juice - 3 liters
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 pack
- Mints - 1 box
- Croissants - 36 pieces
- Wholemeal rolls - 36 pieces
- White rolls - 24 pieces
- Young cheese - 1,5 kilogram
- Back ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Jam - 2 jars
- Butter - 500 grams
- Cucumbers - 6 pieces
- Cherry tomatoes - 1,5 kilograms
- Apples - 40 pieces
- Bananas - 35 pieces
- Grapes - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Muesli bars - 40 pieces
- Cookies - 5 packs
- Vegetarian wraps - 20 pieces
- Chicken wraps - 20 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 tin
- Pepper - 1 can
- Ice cubes - 6 bags
- Trash bags - 2 rolls
- Toilet paper - 12 rolls
- Dish soap - 1 bottle
- Hand soap - 2 bottles
- Paper towels - 6 rolls

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Storage boxesqty 8
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Hand sanitizerqty 4
Cleaning clothsqty 8
Paper towelsqty 6
Wet wipesqty 4

Safety

First aid kitsqty 2
Reflective vestsqty 4
Umbrellasqty 6

Tips

Prepare one badge holder, lanyard and participant badge per attendee, plus a few blank name stickers for last-minute changes. Keep the attendance list and emergency contact forms on clipboards at the starting point.
Charge the mobile phones and power banks the evening before, and pack the correct charging cables in a document envelope. Bring at least one working phone for the organizer and keep route maps available offline.
Use one reusable water bottle per participant where possible, then add coolers and ice packs if drinks or food need to stay cold during travel. Fill the coolers shortly before departure rather than hours in advance.
Pack coffee cups, stirrers, sugar bowls and thermos flasks together so the first coffee stop does not depend on finding supplies at the venue. Add reusable cups and napkin holders to the same catering box.
Bring cutting boards, bread knives, serving tongs, storage boxes, aluminum foil and cling film if the group will share food. Pack foil and cling film before loading the coolers; they are often remembered only when leftovers need to be stored.

Frequently asked questions

What should I buy for a staff trip day program?: Plan for participant identification, check-in, travel documents, communication, refreshments and food service. The core items include badges, lanyards, attendance lists, route maps, power banks, coolers, reusable bottles, cups and serving equipment.
How many participant badges and water bottles do I need?: Prepare one badge and one reusable water bottle per confirmed participant. Add 2 to 5 spare name stickers and check the final sign-up list before shopping or packing.
When should I prepare the coolers for a staff trip?: Pack the coolers on the morning of the trip, ideally 30 to 60 minutes before departure. Add ice packs immediately before loading so drinks and food stay cold during transport.
What documents should I print for a staff day trip?: Print the final program, route maps, attendance list and emergency contact forms before the day starts. Put them in labeled document envelopes at least one day in advance, then keep the attendance list and contacts with the organizer.

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