What to buy and bring for a study trip

A study trip needs more than tickets and a timetable. You will need materials for group work, clear identification at meeting points, reliable charging equipment and practical supplies for meals or breaks. This checklist covers the items that are easy to overlook when participants are moving between transport, a venue and guided activities. Use the number of participants and groups to set quantities, then pack shared equipment in clearly labelled bags before departure.

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What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 8

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Coolersqty 4
Thermos flasksqty 4

Equipment

Power banksqty 6
Charging cablesqty 10
Mobile phonesqty 4
Bluetooth speaker
Megaphone
Camera

Study materials

Clipboardsqty 35
Notepadsqty 35
Ballpoint pensqty 40
Markersqty 12
Work foldersqty 35
Presentation cardsqty 10

Registration

Name badgesqty 40
Badge holdersqty 40
Attendance listsqty 6
Color group stickersqty 40

Lighting

Flashlightsqty 6

Safety

First aid kit
Reflective vestsqty 6
Umbrellasqty 6

Transport

Luggage tagsqty 40
Baggage claim beltsqty 6
Foldable sack truck

Cleaning

Waste binsqty 4
Microfiber clothsqty 8
Dish brushesqty 4

Catering

Groceries
- Whole grain bread - 8 loaves
- White rolls - 40 pieces
- Whole wheat rolls - 20 pieces
- Wraps - 40 pieces
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Cream cheese - 500 grams
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 500 grams
- Egg salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Apples - 40 pieces
- Bananas - 40 pieces
- Grapes - 3 kilograms
- Mandarins - 40 pieces
- Muesli bars - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Brownies - 40 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Spa Blauw - 40 bottles
- Sparkling water - 12 bottles
- Ice cubes - 8 kilograms
- Paper napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 2 boxes
- Sandwich bags - 100 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Cleaning spray - 2 bottles

Tips

Bring one clipboard, folder and notepad per participant, plus at least 10% extra pens and handouts for late registrations or lost supplies.
Prepare name badges, holders and colour group stickers before departure. Pack them with the attendance lists so registration does not depend on finding loose stationery.
Plan charging for the full travel day: give each group access to power banks and matching charging cables, and charge every device before leaving.
For a packed lunch or shared break, count one reusable cup, plate and set of cutlery per person, then add 10% spare tableware. Use coolers and thermos flasks for food and drinks that must stay cold or hot.
Keep safety equipment together rather than spreading it across bags. Bring the first aid kit, flashlights and reflective vests where an escort can reach them quickly, especially for early or late travel.

Frequently asked questions

What should I pack for a study trip?: Pack study materials, name badges, attendance lists, charging equipment, phones and safety supplies. Add reusable tableware, coolers and thermos flasks if meals or drinks are handled by the group.
How many pens and handouts do I need for a study trip?: Start with one pen and one handout per participant, then add at least 10% spare supplies. For 30 participants, that means 33 pens and 33 handouts.
How many name badges do I need for a study trip?: Prepare one name badge and badge holder for every participant, escort and organiser who needs to be identified. Add at least 5% extra badges for replacements or last-minute additions.
When should I prepare the study trip shopping list?: Complete the first stock check at least 7 days before departure and buy missing items no later than 3 days beforehand. Charge power banks and check printed materials the day before travel.

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