What you need for a student trip

A student trip needs more than snacks and a bus booking. Pack food and drinks for the route, clear travel documents, charging equipment and a small safety kit before the group arrives. Plan lunch portions for every participant, plus a little spare capacity for delays or dietary requirements. Keep paperwork, luggage tags and name stickers together at the starting point so registration and boarding do not turn into a search through bags.

Organize this event for free with Lizzt

What to bring

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

Documents

Participant listsqty 4
Route mapsqty 45
Program leafletsqty 45
Consent formsqty 45
Emergency contact formsqty 4

Office

Clipboardsqty 4
Ballpoint pensqty 12
Name stickersqty 50
Markersqty 6
Tapeqty 2
Scissorsqty 2

Luggage

Luggage tagsqty 50
Foldable crateqty 6

Catering

Coolersqty 4
Ice packsqty 16
Thermos flasksqty 4
Bread basketsqty 4
Giveaway binsqty 8
Groceries
- Whole grain buns - 80 pieces
- White bread rolls - 40 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Iceberg lettuce - 4 heads
- Tomatoes - 2 kilograms
- Cucumbers - 6 pieces
- Apples - 45 pieces
- Bananas - 45 pieces
- Grapes - 3 kilograms
- Muesli bars - 50 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 5 bags
- Cookies - 6 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 80 bottles
- Apple juice - 6 packs
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Sugar - 1 kilogram
- Lemon juice - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 tin
- Pepper - 1 can
- Ice cubes - 10 bags
- Napkins - 200 pieces
- Hand sanitizer gel - 4 bottles
- Paper towels - 6 rolls
- Cleaning wipes - 4 packs
- Dish soap - 2 bottles
- Trash bags - 3 rolls
- Toilet paper - 24 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes

Tableware

Reusable cupsqty 50
Reusable platesqty 50
Reusable cutleryqty 50

Equipment

Power banksqty 6
Charging cablesqty 8
Power stripsqty 3
Bluetooth speaker

Safety

First aid kitqty 2
Flashlightsqty 4
Reflective vestsqty 6

Cleaning

Hand brush and dustpanqty 2
Reusable cleaning clothsqty 8

Tips

Prepare one lunch pack per participant and add 5–10% extra for late registrations, damaged food or a participant who needs a replacement. Use coolers and ice packs for anything that must stay chilled.
Print the participant list, route maps, program leaflets, consent forms and emergency contact forms before departure. Bring at least 10% more name stickers and pens than the number of participants.
Charge power banks before the trip and pack charging cables and power strips together. One power bank per 4–5 participants is a practical minimum when the group will be away for most of the day.
Pack the first aid kit, flashlights and reflective vests in the same clearly marked bag. Check the batteries and contents the day before, rather than discovering missing supplies at the starting point.
Use reusable cups, plates and cutlery, bread baskets and giveaway bins for lunch and drinks. Bring a foldable crate for collecting used items, plus cleaning cloths and a hand brush for the return journey.

Frequently asked questions

How much food should I buy for a student trip?: Plan one complete lunch pack per participant and add 5–10% extra. Include alternatives based on the dietary requirements you collected, and keep a few spare portions for delays or damaged packs.
How many drinks do I need for a student trip?: Allow roughly 1.5 litres of drinks per person for a full travel day, with more in hot weather. Keep chilled drinks in coolers with ice packs and bring reusable cups so the group can refill without using disposable ones.
When should I prepare the documents for a student trip?: Print the participant list, route maps, program leaflets and forms at least one day before departure. Keep the working participant list on a clipboard and bring spare pens, name stickers and copies of emergency contacts.
What safety equipment should I bring on a student trip?: Bring one first aid kit, several flashlights, reflective vests and the emergency contact forms for the whole group. Check the kit and batteries 24 hours before leaving, then keep them accessible rather than buried in luggage.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.