What you need for an organised walk
A walk needs more than water and a printed route. You will need clear wayfinding, supplies for rest stops, equipment for volunteers and a simple setup for the start and finish. Plan quantities around your participant count, then add a small reserve for delays, spills and unexpected arrivals. Check the route and weather again before shopping, because a wet or exposed stop may require different shelter and packing choices.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 6
- Folding chairsqty 12
- Party tentsqty 2
- Tableclothsqty 6
Sports equipment
- Route arrowsqty 35
- Route signsqty 12
- Barrier tapeqty 4
- Traffic conesqty 12
- Reflective vestsqty 12
- Clipboardsqty 6
- Route mapsqty 80
- Pedometersqty 2
Equipment
- Walkie-talkiesqty 6
- Megaphone
- Power banksqty 4
- Extension cordsqty 2
- Power stripsqty 2
- Coolersqty 4
- Thermos flasksqty 4
Tableware
- Reusable cupsqty 80
- Reusable platesqty 60
- Reusable cutleryqty 60
Kitchen
- Water jugsqty 8
- Cutting boardsqty 2
- Bread knivesqty 2
- Serving spoonsqty 4
- Ice packsqty 12
- Towelsqty 6
Cleaning
- Waste binsqty 6
- Broom and dustpanqty 2
- Mop setsqty 2
- First aid kitsqty 2
Lighting
- LED lampsqty 6
- Flashlightsqty 8
Catering
- Groceries
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Stirrers - 100 pieces
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Whole wheat rolls - 30 pieces
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1.5 kilos
- Butter - 1 kilo
- Jam - 3 jars
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bananas - 6 kilos
- Apples - 8 kilos
- Grapes - 5 kilos
- Muesli bars - 100 pieces
- Currant buns - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- Hand soap - 2 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls
- Bandages - 2 boxes
- Disinfectant wipes - 4 packs
Tips
- Plan two to three drinks per participant for the first hour, then add one drink per person for each additional hour. Bring extra water for volunteers, who may be outside longer than walkers.
- Prepare one route map per group or household, plus at least 10% extra. Pack spare route arrows, signs and barrier tape so a missing or damaged marker does not leave a junction unclear.
- Give each rest stop enough cups, serving equipment and waste capacity for the busiest 30 minutes. Keep coolers and ice packs together, and chill drinks before loading them onto the route.
- Assign reflective vests, walkie-talkies and clipboards before volunteers arrive. Keep power banks with the communication equipment and charge them fully the evening before.
- Pack the finish area separately from the route supplies: tables, chairs, tablecloths, reusable tableware, water jugs, towels and cleaning equipment should be easy to unload first. Bring extension cords and power strips only where the setup has a safe, approved power source.
Frequently asked questions
- How much water do I need for a walking event?
- Start with two to three drinks per participant for the first hour, including water and other drinks. Add one drink per person for every extra hour, and keep a separate supply for volunteers.
- How many route maps should I print for a walk?
- Print one map per participating group or household, then add at least 10% extra. A reserve helps when maps get lost, damaged or when people register on the day.
- What should I buy for a walk in rainy weather?
- Allow enough party tents or covered space for the start, finish and planned rest stops. Recheck the forecast 24 hours before the walk and keep towels, barrier tape and spare route signs ready for wet conditions.
- When should I chill drinks for a walking event?
- Chill drinks at least the evening before the walk. Load them into coolers with ice packs as close to departure as possible, so they stay cold during transport and at the rest stops.
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