What You Need for a Walk for Water

A Walk for Water needs more than bottled drinks and a marked route. You will need supplies for registration, wayfinding, rest stops, first aid, volunteers and changing weather. Use this list to prepare the start and finish area, keep participants hydrated, and make the course easy to follow. Check quantities against your expected registrations, route length and number of rest stops before buying, then restock supplies after the final attendance count.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 20
Waste binsqty 8
Tableclothsqty 10

Tableware

Reusable cupsqty 250
Soup bowlsqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Thermos flasksqty 8
Coolersqty 8
Extension cordsqty 6
Power stripsqty 6
Mobile phonesqty 8
Power banksqty 6

Sports equipment

Hydration backpacksqty 6
Route mapsqty 150
Bib numbersqty 150
Safety vestsqty 20
Walking sticksqty 6
Course tapeqty 12
Directional signsqty 45
Conesqty 30
Clampsqty 60
Pensqty 30
Clipboardsqty 8
Wristbandsqty 150
Medal ribbonsqty 150
Finish medalsqty 150
Stamp cardsqty 150
Point pliersqty 8
Flashlightsqty 10
Route arrowsqty 30

Kitchen

Soup kettlesqty 3
Water jugsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Soup ladlesqty 6
Measuring cupsqty 4

Cleaning

Washing-up basinsqty 6
Cleaning spongesqty 12
Hand broomsqty 3
Litter pickersqty 4
Bucketsqty 6

First aid

First aid kitsqty 3
Blanketsqty 10
Disposable glovesqty 100
Cold packsqty 20

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Groceries
- Still mineral water - 180 liters
- Sparkling mineral water - 60 liter
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Lemonade - 12 liters
- Sports drink - 24 liters
- Coffee beans - 3 kilo
- Black tea - 200 bags
- Herbal tea - 100 bags
- Cocoa powder - 1 kilo
- Milk - 20 liters
- Oat milk - 8 liters
- Sugar - 3 kilos
- Sugar substitutes - 500 pieces
- Lemons - 5 kilo
- Fresh mint - 10 bunches
- Vegetable bouillon - 2 kilo
- Tomato soup - 30 liters
- Vegetable soup - 30 liters
- Onions - 5 kilo
- Carrots - 5 kilos
- Leeks - 4 kilo
- Celery - 2 kilo
- Garlic - 500 grams
- Pepper - 250 gram
- Salt - 500 grams
- Dried basil - 100 grams
- Paprika powder - 100 grams
- Olive oil - 2 liters
- Whole wheat bread - 20 loaves
- White bread - 12 loaves
- Gluten-free bread - 4 loaves
- Unsalted butter - 3 kilo
- Hummus - 5 kilos
- Young cheese - 5 kilos
- Sliced chicken breast - 3 kilos
- Strawberry jam - 3 kilos
- Peanut butter - 3 kilo
- Apples - 25 kilos
- Bananas - 20 kilos
- Oranges - 15 kilos
- Grapes - 12 kilos
- Cucumbers - 8 kilos
- Cherry tomatoes - 8 kilo
- Muesli bars - 200 pieces
- Currant buns - 150 pieces
- Rice cakes - 10 packs
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Snacks - 8 bags
- Nut mix - 5 kilos
- Raisins - 3 kilos
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Allergen-reduced cookies - 8 packs
- Chocolate cookies - 8 packs
- Lemon cookies - 8 packs
- Vegan cookies - 8 packs
- Paper napkins - 1000 pieces
- Coffee filters - 300 pieces
- Tea filters - 200 pieces
- Wooden stirrers - 500 pieces
- Straws - 300 pieces
- Baking paper - 3 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Trash bags - 150 pieces
- Compostable bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Coffee cups - 300 pieces
- Tea cups - 250 pieces
- Disposable soup bowls - 150 pieces
- Wooden spoons - 200 pieces
- Sandwich Bags - 500 pieces
- Diet labels - 100 pieces

Tips

Plan at least one staffed rest stop for every 5–8 kilometres, and provide drinking water at the start, finish and each stop. Add extra cups and water for volunteers, not just registered walkers.
Prepare 10–15% more bib numbers, route maps, cups and basic catering supplies than your confirmed participant count. Late registrations, damaged materials and unexpected helpers can use the spare stock.
Mark every turn before the event with directional signs, cones or course tape. Place a final confirmation sign after complicated junctions so walkers do not have to guess which way to go.
Set aside a clearly labelled equipment box for registration: clipboards, pens, mobile phones, power banks and participant information. Charge phones the night before and keep at least one power bank at each busy check-in point.
Check the forecast 24 hours before the walk and again on the morning itself. Keep party tents, thermos flasks, coolers and extra seating ready so rest areas remain usable in rain, wind or cold weather.

Frequently asked questions

How much water do I need for a Walk for Water?: Allow roughly 0.5 to 0.75 litres per walker for a moderate event, then add water for volunteers and a 10–15% reserve. Provide it at the start, finish and at each planned rest stop.
How many cups should I buy for a Walk for Water?: Plan for at least 2 reusable cups per participant when washing or collecting cups during the event is not practical. Add 10–15% extra, plus a separate allowance for volunteers and catering.
When should I print route maps and directional signs?: Print final route maps and signs after permits, traffic checks and route changes are confirmed, ideally 5–7 days before the walk. Keep a small spare set for damaged or missing signs.
What should I prepare for the rest stops?: Set up tables, chairs, waste bins, reusable cups, coolers or hot-drink equipment, serving utensils and route information at each stop. Pack and label each station at least 1 day before the event so volunteers can set up quickly.

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