What you need for a walk through the area

A walk through the area needs more than snacks and a printed route. You need supplies for marking the course, running checkpoints, helping participants find their way and keeping volunteers connected. This shopping list covers the practical equipment for the start and finish area, water and coffee stations, route packs and basic safety. Check quantities against your route length, number of checkpoints and participant count before buying, especially for drinks, maps, bib numbers and stamp cards.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 20
Party tentsqty 2
Tableclothsqty 6

Equipment

Coolersqty 6
Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Megaphonesqty 2
Walkie-talkiesqty 8
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Sports equipment

Route arrowsqty 80
Barrier tapeqty 12
Bib numbersqty 100
Route mapsqty 100
Checkpoint stampsqty 3
Stamp cardsqty 100
Conesqty 20
Rain ponchosqty 20

Safety

First aid kitsqty 3
Safety vestsqty 12
Flashlightsqty 8
Emergency blanketsqty 10
Contact cardsqty 30

Organization

Clipboardsqty 8
Ballpoint pensqty 30
Waterproof markersqty 12
Rolls of tapeqty 8
Scissorsqty 6
Lost and found boxesqty 2

Tableware

Reusable cupsqty 120
Mugsqty 60
Platesqty 80
Cutlery setsqty 80
Serving jugsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving spoonsqty 8

Cleaning

Waste binsqty 8
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 3
Reusable cleaning clothsqty 20

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Iced tea - 8 bottles
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Stir sticks - 200 pieces
- Lemons - 20 pieces
- Apples - 100 pieces
- Bananas - 60 pieces
- Grapes - 8 kilos
- Mandarins - 80 pieces
- Muesli bars - 120 pieces
- Oat bars - 60 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snack mix - 6 bags
- Wholegrain crackers - 8 packs
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Cold cuts - 1.5 kilo
- Vegetarian spreads - 1 kg
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Whole wheat bread - 12 loaves
- Gluten-free crackers - 4 packs
- Vegan spreads - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Ice cubes - 20 kilo
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Hand sanitizer gel - 8 bottles
- Trash bags - 100 pieces
- Sponges - 12 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles

Tips

Plan one complete route pack for every checkpoint, including maps, clipboards, pens, stamps and contact cards. Pack each set separately at least one day before the walk so nothing is left behind.
Buy or borrow enough route arrows, barrier tape and cones to mark every turn and hazardous spot. Do a full route check before the event; a shortage at the far end of the route is difficult to fix once participants have started.
For drinks, count at least two to three servings per participant for the first hour, then add more for longer routes or warm weather. Use coolers for cold drinks and thermos flasks or coffee equipment for the hot-drink station.
Prepare one bib number and one stamp card per registered participant, plus a small reserve of around 5% for replacements. Keep spare pens, maps and contact cards at registration and at the finish area.
Provide safety equipment for every checkpoint team, including a safety vest and a way to contact the organiser. Add flashlights or LED lamps if any setup, route section or finish activity may take place in low light.

Frequently asked questions

How many route maps do I need for a walk through the area?: Prepare one map per participant if the route is unfamiliar, plus one for each volunteer team and checkpoint. Add about 5% extra copies for lost or damaged maps.
How many bib numbers and stamp cards should I buy?: Buy one bib number and one stamp card for every registered participant. Add a reserve of approximately 5% so late changes or replacements do not cause a shortage.
What supplies does each checkpoint need?: Give each checkpoint its own route pack with a map, clipboard, pens, checkpoint stamps, stamp cards or spare cards, contact information and safety supplies. Pack and label these sets at least one day before the event.
When should I buy and prepare the supplies?: Buy non-perishable route and safety supplies at least one week before the walk. Portion snacks, chill drinks and assemble the checkpoint packs one day before, then check the weather and lighting equipment on the event day.

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