What you need for an organised walk

Use this shopping list to prepare a walk from registration through to the finish area. It covers the items people often arrange too late: clear route markers, printed maps, volunteer equipment, refreshments and basic first aid. Work out quantities from your confirmed participant count, then add a small buffer for last-minute registrations and damaged materials. Check power, cooling and weather protection before shopping day, especially if coffee and a staffed rest area are part of the plan.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Beer tablesqty 4
Tableclothqty 8

Tableware

Reusable platesqty 50
Reusable cupsqty 80
Coffee mugsqty 50
Cutlery setsqty 50

Kitchen

Serving plattersqty 8
Serving tongsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Coolersqty 6

Equipment

Coffee machinesqty 2
Hot water boilersqty 2
Extension cordsqty 4

Lighting

LED lampsqty 6

Sports equipment

Route arrowsqty 40
Barrier tapeqty 6
Traffic conesqty 12
Route mapsqty 60
Bib numbersqty 50
Clipboardsqty 4
Stopwatchesqty 2
Whistlesqty 4
Reflective vestsqty 8
Megaphone
Power banksqty 4
First aid kitsqty 2
Disposable glovesqty 2

Cleaning

Waste binsqty 6
Dishpanqty 2
Hand soap dispensersqty 4
Cleaning bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 40 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Coffee - 2 packs
- Tea bags - 100 pieces
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Coffee creamer - 2 tubs
- Sugar - 1 kilogram
- Mints - 1 box
- Lemon tea - 40 bags
- Teaspoons - 1 pack
- White rolls - 50 pieces
- Whole wheat rolls - 50 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Hummus - 1 kilogram
- Vegan cheese - 500 grams
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Soup - 8 liters
- Croutons - 4 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Muesli bars - 60 pieces
- Bananas - 50 pieces
- Apples - 50 pieces
- Grapes - 4 kilograms
- Cookies - 6 packs
- Ice cubes - 20 kilograms
- Paper napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Hand soap - 4 bottles

Tips

Prepare one route map per participant, plus at least 10 extra copies for late registrations, lost maps and volunteers. Keep the maps with clipboards, bib numbers and participant lists at registration.
Use enough route arrows to make every junction unambiguous. Pack barrier tape and traffic cones separately so volunteers can mark hazards and the start and finish area quickly.
For a staffed rest area, allow roughly one reusable cup and plate per person per serving, plus 10% extra. Bring serving platters, tongs, cutting boards, a chef's knife and disposable gloves so food can be served safely.
Plan seating and tables for the rest area and finish point before the day. Check that coffee machines and hot water boilers can reach the power supply; take extension cords and charged power banks as backup.
Pack one first aid kit at the start and finish area and give route volunteers a clear way to contact the organiser. Reflective vests, whistles and a megaphone are easy to forget when the route is being marked early in the morning.

Frequently asked questions

How many route maps do I need for a walk?: Print one map for every confirmed participant, then add at least 10 extra copies or 5% of the total, whichever is larger. Keep several copies for volunteers and the registration desk.
How much food and drink should I buy for a walking event?: Base quantities on the confirmed participant count and add 10% for volunteers, late registrations and spills. For the first hour, plan roughly two to three drinks per person, then adjust for weather, route length and the number of rest areas.
What equipment do route volunteers need?: Give each route team the markers needed for its section, plus a clipboard, route map and a way to contact the organiser. Keep reflective vests, whistles, barrier tape and traffic cones available for crossings and unclear or hazardous points.
When should I prepare the walk shopping list?: Make the first list at least one week before the walk, when you know the route and expected attendance. Recheck quantities two to three days beforehand, chill drinks the day before and pack route materials before volunteers arrive.

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