What to buy for a tulip route

A tulip route needs more than snacks and a printed map. You need clear wayfinding, a simple welcome point, refreshments for stops and practical gear for changing outdoor conditions. Plan supplies around the number of participants, then add enough spares for lost cups, wet maps and last-minute registrations. This list covers the items to buy or bring for route marking, check-in, breaks and group support.

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What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 50
Beer tablesqty 6
Party tentsqty 2
Picnic blanketsqty 8

Equipment

Coolersqty 4
Thermos flasksqty 6
Power banksqty 4
Mobile phonesqty 4
Walking speaker

Lighting

LED lanternsqty 8
String lightsqty 4

Decorations

Tulip bouquetsqty 6
Tableclothsqty 6
Directional signsqty 12
Directional signsqty 10
Barrier tapeqty 2
Chalkboardsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 50
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 3
Corkscrewsqty 2
Storage binsqty 12
Pliersqty 6
Ice packsqty 20

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Cleaning clothsqty 12
Bucketsqty 3
Litter pickersqty 3
Hand soap dispensersqty 4
Towel rollsqty 6

Travel supplies

Route mapsqty 60
Participant listsqty 6
Name badgesqty 60
Pensqty 20
Clipboardsqty 6
Backpacksqty 6
High-visibility vestsqty 12
Binocularsqty 6
Umbrellasqty 10

Safety

First aid kitsqty 2
Flashlightsqty 6
Emergency blanketsqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blue - 60 bottles
- Sparkling water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Grape juice - 3 packs
- Lemons - 12 pieces
- Sandwich rolls - 70 pieces
- Wholemeal bread - 6 loaves
- Kaiser rolls - 40 pieces
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Young lettuce - 6 bags
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Red bell peppers - 2 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Mandarins - 4 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Muesli bars - 60 pieces
- Gluten-free crackers - 3 packs
- Vegan spreads - 3 packages
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pasta salad - 6 kilos
- Potato salad - 5 kilos
- Green salad - 4 kilos
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Olives - 2 kilos
- Pickles - 2 jars
- Brownies - 60
- Cookies - 6 packs
- Napkins - 200 pieces
- Stirrers - 100 pieces
- Coffee filters - 2 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Prepare one route map per participant, plus at least 10 extra copies for late registrations, damaged pages and group leaders. Keep the maps in a storage bin so they stay dry at the starting point.
For the first hour, allow two to three drinks per person, then add water for every planned rest stop. Fill coolers and thermos flasks shortly before departure rather than leaving drinks outside for hours.
Bring one reusable cup, plate and cutlery set per participant, plus 10% spare tableware. Coffee cups are easy to overlook when the route includes an early welcome or a stop with hot drinks.
Use a separate set of directional signs for each route section and pack barrier tape, scissors and pliers together. Check every sign at least 30 minutes before the first group leaves, especially after wind or rain.
Set aside power banks, mobile phones, LED lanterns and a walking speaker at the information desk. Charge the power banks the night before and keep emergency numbers printed as well as saved on a phone.

Frequently asked questions

How many route maps should I print for a tulip route?: Print one map per registered participant, then add 10% spare copies. For 40 people, that means 44 maps; keep several with the organisers in case maps are lost or damaged.
How much food and drink do I need for a tulip route?: Plan two to three drinks per person for the first hour, with extra water at every rest stop. Buy food according to the final participant list and add about 10% for late changes and larger appetites.
What should I bring for marking a tulip route?: Bring directional signs for every turn or decision point, plus barrier tape, chalkboards, scissors and pliers for fixing them. Pack the route-marking kit together and check the full route again on the day before departure.
When should I prepare the equipment for a tulip route?: Gather and check all equipment at least one day before the event. Charge power banks, print maps and prepare name badges in advance; fill coolers and thermos flasks shortly before participants arrive.

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