Study trip shopping list

A study trip needs more than transport and a schedule. You also need practical supplies for travel, presentations, meals and changing weather. This list covers the items to buy or bring, from reusable water bottles and packed lunches to power banks, labels for dietary meals and printed programs. Check quantities against your final participant and supervisor count, then pack catering and equipment separately 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

Foldable tablesqty 2
Folding chairsqty 6

Equipment

Coolersqty 3
Power banksqty 4
Extension cordsqty 2
Power stripsqty 2
Mobile phoneqty 2
Camera
Laptop
HDMI adapter
Presentation clicker
Portable speaker

Tableware

Reusable cupsqty 40
Reusable platesqty 35
Reusable cutleryqty 35
Coffee cupsqty 40

Kitchen

Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 3
Serving spoonsqty 2
Thermos flasksqty 3
Food containersqty 6
Ice packsqty 12
Napkin dispensersqty 2

Catering

Reusable water bottlesqty 35
Lunch boxesqty 35
Paper bagsqty 40
Labels for dietary mealsqty 40
Cool bagsqty 6
Groceries
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Fruit Juice - 6 liters
- Iced tea - 6 liters
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 pack
- Mints - 1 box
- Paper coffee filters - 1 pack
- Croissants - 40 pieces
- Wholemeal bread - 6 loaves
- White rolls - 40 pieces
- Whole wheat rolls - 40 pieces
- Cheese slices - 2 kilos
- Young cheese - 1 kilo
- Turkey breast - 1 kilo
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Butter - 500 grams
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Apples - 40 pieces
- Bananas - 35 pieces
- Grapes - 3 kilos
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Snack mix - 3 bags
- Muesli bars - 40 pieces
- Cookies - 4 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Garbage bags - 30 pieces
- Small trash bags - 20 pieces
- Dish soap - 2 bottles
- Cleaning sponges - 6 pieces
- Wet wipes - 4 packs
- Hand soap - 2 bottles
- Tissues - 6 boxes

Documentation

Programsqty 35
Participant cardsqty 35
Emergency contact cardsqty 35
Pensqty 35
Notepadsqty 35
Route mapsqty 6
Foldersqty 35
Tapeqty 2
Waterproof markersqty 4

Cleaning

Waste binsqty 4
Trash bag holdersqty 2

Safety

Reflective vestsqty 4
Flashlightsqty 4
First aid kit
Hand sanitizerqty 4

Tips

Prepare one reusable water bottle and one lunch box or packed meal per participant, plus a small spare supply for unexpected additions. Pack lunches in labeled bags and keep dietary meals separate.
Bring at least one power bank for every two to three participants who may need phone access during the day. Test extension cords, power strips, the laptop, HDMI adapter and presentation clicker before departure.
Use one clearly labeled cooler or cool bag for each food group that must stay chilled, and freeze enough cooling elements the night before. Do not pack dietary meals loosely with standard catering.
Print one program and participant card per person, plus a few spare copies for supervisors. Include emergency numbers with the printed materials instead of relying only on phones.
Count reusable cups, plates and cutlery for the largest meal or break, then add roughly 10% extra. Pack coffee cups, thermos flasks, serving utensils, knives and cutting boards together so setup does not depend on finding kitchen supplies at the venue.

Frequently asked questions

What should I pack for a study trip?: Pack food and drinks, reusable tableware, coolers or cool bags, cooling elements, power banks, presentation equipment and printed programs. Also bring one labeled dietary meal for each registered dietary requirement and keep emergency contact details accessible.
How much food and water do I need for a study trip?: Plan one lunch box or packed lunch and one reusable water bottle per participant, with about 10% extra if numbers may change. For a full day, allow at least one additional drink refill per person and check dietary requirements before shopping.
How many printed programs do I need for a study trip?: Print one program and one participant card for every participant, plus one set for each supervisor. Add at least three spare copies so late changes or lost documents do not disrupt the day.
When should I prepare the study trip shopping list?: Create the first list as soon as registrations open, then update quantities after the final participant confirmation. Buy chilled catering and prepare labeled dietary meals no earlier than the day before, unless storage instructions allow longer.

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