What you need for a group walk

A group walk needs more than water and comfortable shoes. Plan supplies for the route, rest stops and the final arrival point, including drinks, food, route markers, weather protection and basic safety equipment. Pack printed directions and a participant list even if everyone has a smartphone. This checklist also helps you spot the items that are often left until the last minute, such as chilled drinks, charged power banks and clearly visible route signs.

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What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 16
Party tent
Tableclothsqty 4

Equipment

Coolersqty 4
Kettlesqty 2
Thermos flasksqty 4
Power banksqty 3
Smartphonesqty 3

Lighting

LED lanternsqty 6

Sports equipment

Reflective vestsqty 8
Walking sticksqty 6
Whistlesqty 4
Route arrowsqty 30
Route signsqty 8
Traffic conesqty 12
Rain ponchosqty 35
Picnic blanketsqty 4
First aid bagsqty 2
Thermal blanketsqty 4
Waterproof route coversqty 35

Tableware

Reusable cupsqty 50
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 30

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Serving plattersqty 6
Serving spoonsqty 6
Pliersqty 3
Chilled tablewareqty 2
Measuring cupsqty 2
Insulated glovesqty 2

Office

Clipboardsqty 4
Pensqty 20
Permanent markersqty 6
Name stickersqty 40
Printer paperqty 100
Tapeqty 4
Ropeqty 2

Cleaning

Waste binsqty 6
Dishpanqty 2
Dish brushesqty 3
Reusable cleaning clothsqty 12
Broom and dustpanqty 2
Mopqty 2

Catering

Groceries
- Flat mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ice tea - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 pack
- Lemons - 6 pieces
- Herbal tea - 1 box
- Sandwich rolls - 45 pieces
- Wholemeal rolls - 15 pieces
- Gluten-free rolls - 4 pieces
- Young cheese - 1,5 kilogram
- Ham - 1 kilogram
- Chicken breast slices - 750 grams
- Hummus - 4 tubs
- Dairy spread - 3 tubs
- Butter - 500 grams
- Lettuce - 4 heads
- Tomatoes - 2 kilograms
- Cucumbers - 4 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Muesli bars - 50 pieces
- Bananas - 35 pieces
- Apples - 35 pieces
- Grapes - 3 kilograms
- Cookies - 5 packs
- Sugar-free cookies - 2 packs
- Mixed nuts - 1 kilogram
- Ketchup - 1 bottle
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Hand soap - 2 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs
- Trash bags - 3 rolls
- Hand sanitizer gel - 4 bottles
- Bandages - 3 boxes
- Sterile gauze pads - 2 boxes
- Disinfectant wipes - 3 packs
- Disposable gloves - 2 boxes
- Sunscreen - 4 bottles
- Ice bag sacks - 6 bags

Tips

Allow around 500–750 ml of water per person for a walk of up to three hours, then add extra drinks for warm weather. Keep drinks in coolers and prepare reusable cups at the arrival point.
Prepare one route pack for each group leader, with a printed map, directions, participant list, charged smartphone and power bank. Pack spare copies because phones can lose signal or battery.
Use route arrows and signs at every turn that is not obvious, and check them on the route in advance. Reflective vests, whistles and traffic cones are useful where walkers cross roads or visibility is poor.
Set aside rain ponchos and picnic blankets for every four to six participants, rather than waiting for the forecast to change. A party tent, foldable tables and chairs make the final stop workable in wet weather.
Prepare food that can be served without a full kitchen, using cutting boards, bread knives, serving platters and serving spoons. Bring plates, cutlery and coffee cups for everyone, plus at least 10% extra for replacements.

Frequently asked questions

How much water do I need for a group walk?: Plan 500–750 ml per person for a walk lasting up to three hours. Add another 250–500 ml per person in warm weather or when there are no reliable refill points.
What should I pack for a walk in rainy weather?: Bring one rain poncho per participant and pack picnic blankets for rest stops or the arrival area. Check the forecast 24 hours before departure and keep a party tent available if the final location is outdoors.
How many route maps should I print?: Print one map for each group leader or route marshal, plus two spare copies. Also print a participant list and directions at least the day before, so they are ready if phones lose power or signal.
When should I chill drinks for a walking event?: Put drinks in coolers at least four hours before the start, or overnight if the quantity is large. Keep a separate supply for the arrival point so it is not used up during the walk.

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