Study trip shopping list: what to buy and bring

A study trip needs more than transport and a programme. You also need packed lunches, chilled drinks, group documents, name labels and equipment that still works when you are away from a power socket. Use the participant list and dietary requirements to calculate food before shopping. Pack materials by group, and keep emergency and charging supplies with the coordinators rather than in a shared box.

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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 60
Reusable platesqty 60
Reusable cutleryqty 60
Napkin dispensersqty 4

Catering

Coolersqty 4
Ice packsqty 20
Thermos flasksqty 4
Lunch boxesqty 55
Groceries
- Multigrain rolls - 60 pieces
- Wholegrain wraps - 60 pieces
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Iceberg lettuce - 4 heads
- Cucumbers - 10 pieces
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Herb cream cheese - 1 kilogram
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 5 kilograms
- Muesli bars - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 8 packs
- Spa Blue - 60 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Stirrers - 100 pieces
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Hand gel - 4 bottles
- Wet wipes - 6 packs

Materials

Name stickersqty 60
Waterproof markersqty 12
Clipboardsqty 12
Ballpoint pensqty 60
Notepadsqty 60
Work foldersqty 12
Printer paperqty 100
Tapeqty 4
Scissorsqty 4
Markersqty 12
Envelopesqty 12

Equipment

Power banksqty 6
Charging cablesqty 8
Mobile phonesqty 6
Bluetooth speakersqty 2

Safety

First aid kitsqty 2
Safety vestsqty 8
Flashlightsqty 6

Cleaning

Waste binsqty 4
Cleaning spongesqty 6
Dish brushesqty 4
Microfiber clothsqty 10
Hand soap dispensersqty 4

Tips

Plan one lunch pack per participant, plus at least 5% extra for late additions or damaged food. Check dietary requirements before buying fillings, snacks and drinks.
Allow two reusable cups and one full place setting per participant if the group will eat at a fixed meeting point. Add two to three spare settings for missing or dropped items.
Prepare one work folder, clipboard and set of pens for each group, then add at least 10% extra pens and printed pages. Pack group documents in separate envelopes before departure.
Charge every power bank and phone the evening before, and bring one charging cable per device type plus at least one spare. Do not leave charging cables in the office when the group departs.
Keep first aid kits, safety vests and flashlights with the assigned escorts, not in the lunch supplies. Check these items at least 24 hours before leaving and replace anything missing or empty.

Frequently asked questions

How much food do I need for a study trip?: Buy one lunch pack for every registered participant and prepare at least 5% extra. Use the final attendance check and dietary information no later than 24 hours before departure to adjust the order.
How many drinks should I bring on a study trip?: Allow at least 1 litre of drinks per participant for a full day, with extra water for warm weather or strenuous walking. Chill the drinks and load them into coolers with ice packs before the group arrives.
What materials does each study trip group need?: Give each group a work folder, clipboard, notepad, waterproof marker and enough ballpoint pens for its members. Pack one separate envelope per group at least the day before so documents are not sorted at the meeting point.
When should I prepare the study trip shopping list?: Make the first shopping list at least 3 days before the trip, once registrations and dietary requirements are known. Recheck quantities and pack the materials within 24 hours of departure.

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