What to Buy and Bring for a Walk

Organising a walk means shopping for more than drinks and snacks. You also need supplies for route marking, registration, rest areas, safety and the finish point. Plan quantities around your number of walkers, then add a small buffer for volunteers, damaged signs and unexpected delays. This list covers the practical equipment that is easy to overlook, especially when the route starts early or finishes after dark.

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What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 12
Beer table setsqty 4
Waste binsqty 6

Equipment

Coolersqty 4
Kettlesqty 2
Extension cordsqty 3
Mobile phonesqty 6

Route supplies

Route arrowsqty 40
Barrier tapeqty 6
Conesqty 20
Chalkqty 6
Clipboardsqty 8
Route mapsqty 100
Stamp cardsqty 100
Pensqty 20

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Umbrellasqty 6

Tableware

Reusable cupsqty 120
Reusable platesqty 80
Cutlery setsqty 80
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Start and finish bannersqty 2

Lighting

LED lampsqty 8

Cleaning

Bucketsqty 4
Dish brushesqty 4

Catering

Groceries
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 nets
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 trays
- Cucumbers - 10 pieces
- Cherry tomatoes - 8 trays
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Muesli bars - 120 pieces
- Wholegrain crackers - 8 packs
- Hummus - 8 tubs
- Mild cheese - 3 kilograms
- Turkey breast - 2 kilograms
- Butter - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Ice cubes - 10 bags
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Trash bags - 60 pieces

Tips

Prepare two to three drinks per person for the first hour, then add more for longer routes and warm weather. Keep extra water at the rest area rather than relying only on drinks at the finish.
Count route arrows, cones and barrier tape by route section, not just by participant. Pack a separate marking kit with chalk, scissors and spare signs so volunteers can repair unclear points quickly.
Set aside one registration pack per table: clipboards, pens, participant lists, route maps and stamp cards. Bring at least 10% more pens than you think you need because they disappear during check-in.
Match safety equipment to the route and finish time. Provide safety vests for every route volunteer, keep first aid kits at the start and rest area, and bring flashlights if anyone may still be walking after sunset.
Use reusable cups, plates and cutlery only if you have a clear washing and collection point. Bring waste bins to the start, rest area and finish, and pack tablecloths, tents and extension cords before loading the food and drinks.

Frequently asked questions

How much water and drinks do I need for a walking event?: Plan two to three drinks per person for the first hour, then adjust for the route length, temperature and rest stops. Add around 10% extra for volunteers and unexpected delays.
What route-marking supplies do I need for a walk?: Bring route arrows, cones, barrier tape and chalk, with spare signs for every route section. Pack the supplies in separate kits so each marking team can leave with everything they need.
How many registration supplies should I buy?: Prepare one clipboard, route map set and participant list for each registration position, plus at least 10% extra pens. Keep spare copies of the participant list and route maps at the registration table.
What safety equipment is needed for an organised walk?: Provide a safety vest for every volunteer working on or beside the route, and place first aid kits where walkers can reach them quickly. Add flashlights when the event may continue after sunset, plus umbrellas for exposed rest or finish areas.

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