Village walk shopping list

A village walk needs more than drinks and snacks. You also need supplies for registration, marked routes, rest stops and a safe handover between volunteers. Plan quantities from your participant list, then add a small buffer for late arrivals and spilled drinks. This checklist covers the practical items to buy, borrow or bring, including coffee service, route marking, communication equipment and basic safety supplies.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Coat racksqty 2
Tableclothsqty 6

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 4
Measuring cupsqty 2

Equipment

Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 6
Power banksqty 4
Clipboardsqty 6
Ballpoint pensqty 20
Route mapsqty 80
Participant badgesqty 80

Decorations

Welcome sign
Route signsqty 8
Route arrowsqty 40
Table décorqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8

Safety

First aid kitsqty 2
Safety vestsqty 10
Flashlightsqty 6
Rain ponchosqty 20
Barrier tapeqty 4

Cleaning

Waste binsqty 6
Dishpanqty 2
Spongesqty 6
Tea towelsqty 12
Hand brush and dustpanqty 2
Mopqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Spa Blauw - 8 bottles
- Sparkling water - 4 bottles
- Sports drink - 24 bottles
- Ice cubes - 10 bags
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Multigrain rolls - 40 pieces
- Young cheese - 3 kilos
- Brie - 1 kilo
- Chicken breast slices - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Cookies - 6 packs
- Muesli bars - 60 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Napkins - 8 packs
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Wooden stirrers - 200 pieces
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 4 packs

Tips

Plan around 2–3 drinks per person for the first hour, then add extra water for the route and rest stops. Chill drinks before guests arrive and keep a separate cooler for supplies that should stay cold.
Allow one plate, cup or glass, and cutlery set per participant at each serving point, plus at least 10% extra. Serving trays, tongs and cutting boards are easy to overlook when snacks are prepared away from the main table.
For route marking, prepare one direction sign for the start and enough route arrows for every junction or unclear turn. Pack spare signs and fastening materials so a missing or moved arrow does not interrupt the walk.
Set up coffee and tea with enough hot-water capacity for the first wave of arrivals. As a practical baseline, prepare one coffee cup per participant and use thermos flasks so volunteers are not tied to the coffee machines throughout the walk.
Keep first aid kits, safety vests, power banks and walkie-talkies where volunteers can reach them immediately. Charge communication equipment the evening before and check extension cords, power strips and LED lighting before setup day.

Frequently asked questions

How many drinks do I need for a village walk?: Plan for 2–3 drinks per person during the first hour, then add water for the route and rest stops. Buy at least 10% extra if attendance is not final.
How many cups and plates should I buy for a village walk?: Allow one cup or glass and one plate per participant at each serving point, plus 10% spare. If you serve coffee and cold drinks at the same time, plan both types of drinkware separately.
How many route arrows are needed for a village walk?: Use one arrow for every junction, turn or section where the route is not obvious. Walk the route once before the event and pack at least 10% spare arrows for replacements.
When should I prepare the village walk supplies?: Buy non-perishable supplies at least 3–7 days ahead and check all borrowed equipment the day before. Chill drinks, charge walkie-talkies and power banks, and pack route signs and safety gear before setup starts.

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