What to Buy and Bring for a Walk

A walk needs more than a marked route and a registration list. Plan supplies for the start, finish and every rest stop, including drinks, cups, signs, first aid and weather protection. Pack route materials where volunteers can reach them quickly, and keep participant information, pens and bib numbers together at registration. The quantities depend on your group size, but the checks below help prevent the items most often forgotten or arranged too late.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 24
Beer table setsqty 4
Tableclothsqty 8

Equipment

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 2
Mobile phonesqty 4
Power banksqty 4

Lighting

Work lightsqty 4
LED lanternsqty 8

Route supplies

Directional signsqty 35
Conesqty 20
Barrier tapeqty 4
Sign postsqty 35
Route mapsqty 70
Bib numbersqty 70
Pensqty 20

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 8
Emergency blanketsqty 6

Tableware

Reusable cupsqty 100
Reusable soup bowlsqty 80
Reusable platesqty 80
Reusable cutleryqty 100
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Food containersqty 12
Serving traysqty 8

Registration

Clipboardsqty 6
Name stickersqty 100
Desk lampsqty 2

Cleaning

Waste binsqty 8
Bucketsqty 4
Spongesqty 8
Dish cratesqty 4

Catering

Groceries
- Still water - 120 bottles
- Sparkling water - 40 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Lemonade - 8 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Mints - 1 box
- Stir sticks - 200 pieces
- White rolls - 80 pieces
- Whole grain buns - 80 pieces
- Cheese slices - 3 kilos
- Ham slices - 3 kilo
- Hummus - 2 kilos
- Herb cream cheese - 2 kilos
- Butter - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Vegetable soup - 20 liters
- Tomato soup - 20 liters
- Soup croutons - 2 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Muesli bars - 100 pieces
- Bananas - 80 pieces
- Apples - 80 pieces
- Grapes - 8 kilos
- Raisins - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 6 bottles
- Cleaning wipes - 4 packs
- Nitrile gloves - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Allow two to three drinks per person for the first hour, then add roughly one drink per person for each additional hour. Bring extra water for volunteers who place signs, run rest stops or staff the finish.
Prepare one route map and one emergency contact list for every volunteer team, plus at least 10% extra copies for lost or damaged sheets. Put pens and participant lists at the registration desk before arrivals begin.
Plan one reusable cup per participant for each serving round, with at least 10% extra. If coffee, tea or soup is served, keep separate cups or bowls available so the queue does not stop while used tableware is collected.
Place a first aid kit at the start, finish and each staffed rest stop. Give route volunteers safety vests and flashlights, and keep emergency blankets where they can be reached within a few minutes.
Pack signs, cones, barrier tape and sign posts by route section instead of in one mixed box. Take the weather forecast 24 hours before the walk and add tents, lanterns, power banks or warm layers where the conditions require them.

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, then add one drink per person for every following hour. Add at least 10% extra for volunteers, warm weather and spills.
How many route maps should I print for a walk?: Print one map for each volunteer team, one for the registration desk and at least 10% extra for participants or replacements. Prepare the final version after the route check, ideally 24 hours before the event.
What first aid supplies do I need for a group walk?: Place one first aid kit at the start, one at the finish and one at every staffed rest stop. Keep emergency blankets and a charged mobile phone with the responsible volunteer at each key location.
When should I buy supplies for a walking event?: Buy reusable equipment and route materials at least one week ahead. Buy drinks and other perishable food one to two days before the walk, then check the complete shopping list again on the day before.

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