What you need for a trip abroad

A group trip abroad needs more than passports and a suitcase. This shopping list covers the practical items that keep participants connected, identifiable and safe while moving between meeting points, accommodation and activities. Buy shared equipment early, especially travel plug adapters, power banks, luggage tags and first aid supplies. Check the weather forecast before sending the final packing list, because clothing and day-trip supplies may need to change.

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What to bring

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

Furniture

Folding tablesqty 4
Foldable chairsqty 8
Luggage cartqty 2

Equipment

Laptopsqty 2
Tabletsqty 5
Mobile phonesqty 5
Power banksqty 8
USB chargersqty 8
Power stripsqty 4
Travel plug adaptersqty 8
Portable speakersqty 2
Megaphonesqty 2

Organization

Document foldersqty 6
Clipboardsqty 6
Name stickersqty 50
Wristbandsqty 50
Luggage tagsqty 50
Route mapsqty 50
Program leafletsqty 50
Pensqty 20
Markersqty 10
Notepadsqty 10
Envelopesqty 60

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Reflective vestsqty 8
Flashlightsqty 6
Spare batteriesqty 24

Kitchen

Coolersqty 4
Ice packsqty 16
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 4
Measuring cupsqty 2

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Napkin holdersqty 6

Cleaning

Waste binsqty 6
Reusable cleaning clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 2

Catering

Groceries
- Whole wheat bread - 12 loaves
- Whole wheat rolls - 60 pieces
- Whole wheat wraps - 40 pieces
- Butter - 4 packs
- Young cheese - 5 kilogram
- Aged cheese - 3 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Peanut butter - 4 jars
- Jam - 4 jars
- Eggs - 60 pieces
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 10 heads
- Bell peppers - 4 kilograms
- Carrots - 4 kilograms
- Apples - 60 pieces
- Bananas - 60 pieces
- Grapes - 5 kilograms
- Mandarins - 60 pieces
- Muesli bars - 60 pieces
- Currant buns - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted pretzels - 6 bags
- Rice cakes - 6 packs
- Cookies - 8 packs
- Chocolate bars - 60 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 120 bottles
- Sparkling water - 24 bottles
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Italian herbs - 2 jars
- Tomato soup - 8 packs
- Vegetable stock - 2 boxes
- Pasta - 5 kilogram
- Pasta sauce - 8 jars
- Tuna - 12 cans
- Chickpeas - 12 cans
- Corn - 12 cans
- Fruit bars - 60 pieces
- Diet meals - 8 pieces
- Gluten-free sandwiches - 12 pieces
- Lactose-Free Yogurt - 12 cups
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 12 packs
- Bandages - 6 boxes
- Paracetamol - 6 boxes
- ORS - 4 boxes
- Disposable bags - 4 boxes

Tips

Plan at least one travel plug adapter for each device-charging group, plus USB chargers and power banks for the journey. Test every charger before departure; a missing cable is harder to replace once the group is abroad.
Give every participant a luggage tag and name sticker before departure, and keep spare tags in the document folder. Add wristbands if supervisors need to identify the group quickly in busy stations or venues.
Pack one first aid kit for each main group or vehicle, along with emergency blankets, flashlights and spare batteries. Store them where supervisors can reach them without unpacking the luggage.
Use route maps, program leaflets, clipboards and pens at each meeting point. Prepare enough printed copies for every supervisor plus 2–3 spares, because phones may lose signal or battery.
Keep coolers and ice packs available for medicines or food that must stay cool during transfers. Confirm storage requirements with families at least 7 days before departure rather than improvising on travel day.

Frequently asked questions

What should I buy for a school trip abroad?: Buy shared charging equipment, travel plug adapters, luggage tags, name stickers, route maps, printed program leaflets and first aid supplies. Add flashlights, spare batteries, reflective vests and emergency blankets for transfers or late arrivals.
How many power banks do we need for a group trip?: Plan roughly 1 power bank for every 3–4 participants if phones are needed for communication, navigation or updates. Bring USB chargers and a power strip as well, and charge all power banks the day before departure.
When should I prepare the packing list for an overseas trip?: Send the main packing list at least 14 days before departure so families can check passports, medication and clothing. Send a final weather-based update 3–5 days before leaving.
What safety equipment should a trip abroad have?: Keep at least one first aid kit with each main group, plus emergency blankets, flashlights and spare batteries. Bring reflective vests for supervisors when the group may walk or wait outside in poor light.

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