What you need for a village walk

A village walk needs more than food and drinks. You also need clear route markers, registration supplies, safety equipment and a practical setup for the start, finish and rest stops. This shopping list covers the items that are easy to overlook, from ground pegs and traffic cones to soup bowls and name badge holders. Use the expected number of walkers to scale catering, cups, maps and printed materials before shopping.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Coat racksqty 2

Tableware

Reusable cupsqty 80
Soup bowlsqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10

Kitchen

Thermos flasksqty 8
Soup kettlesqty 3
Bread basketsqty 6

Equipment

Coffee machinesqty 2
Coolersqty 4

Route supplies

Route mapsqty 80
Route arrowsqty 35
Information boardsqty 8
Ground pegsqty 40
Traffic conesqty 20

Safety

Safety vestsqty 10
First aid kitsqty 2
Walkie-talkiesqty 6

Setup

Registration signsqty 2
Clipboardsqty 4
Pensqty 15
Name badge holdersqty 80
Tableclothsqty 8

Lighting

Battery lanternsqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea selection - 2 boxes
- Sugar - 1 kg
- Milk - 6 liters
- Coffee creamer - 2 boxes
- Still mineral water - 8 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 6 liters
- Lemonade syrup - 2 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ice cubes - 6 bags
- Coffee rolls - 80 pieces
- Butter - 4 packs
- Whole wheat bread - 10 loaves
- White buns - 80 pieces
- Gouda cheese - 3 kg
- Cooked ham - 2 kg
- Chicken breast topping - 2 kg
- Hummus - 6 tubs
- Young matured cheese - 1 kg
- Cucumbers - 8 pieces
- Tomatoes - 3 kg
- Lettuce - 6 heads
- Vegetable soup - 12 liters
- Soup vegetables - 3 kg
- Vermicelli - 500 g
- Herb broth - 2 pots
- Pepper - 1 can
- Salt - 1 tin
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Bananas - 6 kg
- Apples - 6 kg
- Grapes - 4 kg
- Biscuits - 8 packs
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Cleaning wipes - 2 packs

Tips

Plan two to three drinks per person for the first hour, then add extra for warm weather and the finish area. Bring separate supplies for coffee, water and any cold drinks so one station does not run out early.
Allow one route map per participant or household, plus at least 10% extra. Pack more route arrows than the exact number of turns: damaged or missing signs are difficult to replace once the walk has started.
Prepare one place setting per expected diner, including a soup bowl, plate, cutlery set and reusable cup. Add around 10% spare tableware for volunteers, breakages and unexpected participants.
Take enough ground pegs and traffic cones to secure every route arrow, information board and potentially confusing crossing. Pack safety vests for all chaperones and keep first aid kits at the start, finish or with the lead volunteer.
Do not leave printing and name badges until the morning of the walk. Print the route maps and participant lists at least one day ahead, and pack pens, clipboards and registration signs together so registration can start immediately.

Frequently asked questions

How many cups and plates do I need for a village walk?: Count one reusable cup and one plate per expected participant, then add 10% spare. If soup is served, plan one soup bowl and one cutlery set per person as well.
How many route maps should I print for a village walk?: Print one map per participant or household, depending on how people register, plus 10% extra. Have the final participant list ready at least one day before the walk so the print run is accurate.
What safety equipment is needed for a village walk?: Provide safety vests for route chaperones, at least one first aid kit, walkie-talkies for key volunteers, traffic cones and ground pegs. Check these items no later than the day before and charge phones and walkie-talkies overnight.
How much food and drink should I buy for a village walk?: Base the grocery order on the confirmed registration count, with roughly 10% extra for volunteers and late additions. For drinks, allow two to three per person during the first hour and increase that amount if the forecast is warm.

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