What to buy for a student association excursion

A student association excursion needs more than food and drinks. You also need practical supplies for the route, packed lunches, participant information and group supervision. Plan reusable cups, plates and cutlery for the confirmed headcount, then add a small reserve for breakage or last-minute participants. Check dietary requirements before buying lunch ingredients, and chill drinks and ice packs the day before if transport starts early.

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What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 6

Equipment

Coolersqty 4
Power banksqty 4
Phone chargersqty 4
Portable speaker
Megaphone
Extension cordsqty 2

Tableware

Reusable drinking cupsqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Thermos flasksqty 4

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Ice packsqty 12
Lunch boxesqty 45

Paper goods

Excursion foldersqty 45
Route mapsqty 45
Program flyersqty 45
Notepadsqty 45
Pen setsqty 45
Clipboardsqty 6
Name stickersqty 50
Waterproof markersqty 6

Organization

Wristbandsqty 50
Whistlesqty 4
Vests for supervisorsqty 6
Name badges for chaperonesqty 6
Cash box
Bags for materialsqty 6

Cleaning

Waste binsqty 4
Hand sanitizerqty 4
Cleaning clothsqty 8

Safety

First aid kit
Flashlightsqty 4

Catering

Groceries
- Wholemeal bread - 6 loaves
- Wholemeal buns - 50 pieces
- Young cheese - 2 kilograms
- Turkey breast - 2 kilograms
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Butter - 500 grams
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 4 heads
- Bell peppers - 12 pieces
- Apples - 50 pieces
- Bananas - 50 pieces
- Grapes - 4 kilograms
- Muesli bars - 50 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Spa Blauw - 50 bottles
- Spa Rood - 20 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Lemons - 10 pieces
- Stirrers - 100 pieces
- Napkins - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 100 pieces
- Paper lunch bags - 50 pieces
- Garbage bags - 30 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 6 pieces
- Nitrile gloves - 2 boxes

Tips

Buy food for the confirmed number of participants plus 5–10% extra, especially bread, fruit and snacks. Keep dietary alternatives separate and label lunch packs clearly.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Pack coolers and ice packs so drinks stay cold during the route.
Prepare one excursion folder per participant, including the route map, program flyer and notepad. Print 5–10% extra copies for replacements and late registrations.
Prepare name stickers for every participant and use waterproof markers if the excursion includes outdoor activities or possible rain. Keep spare stickers with the supervisors.
Give each supervisor a vest, name badge and whistle, and check one power bank and phone charger for every two supervisors. Pack the megaphone only after confirming that batteries or charging are available.

Frequently asked questions

How much food should I buy for a student association excursion?: Buy one complete lunch pack per confirmed participant and add 5–10% extra. Check dietary requirements before shopping, then label the special lunch packs separately.
How many drinks do I need for a student excursion?: Plan two to three drinks per person for the first hour, followed by about one drink per person for each additional hour. Add 10% extra if the route is outdoors or the weather is warm.
When should I prepare excursion folders and name stickers?: Assemble the folders and prepare the stickers two to three days before departure, once registrations and contact details are checked. Keep a 5–10% reserve for changes on the day.
What equipment does each excursion supervisor need?: Give each supervisor a vest, name badge and whistle. Plan one power bank and phone charger for every two supervisors, and confirm the day before that communication equipment is charged.

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