What you need for a walk with a closing drinks reception

A walking event with drinks at the finish needs more than refreshments. You will need supplies for route marking, participant safety, hot food and drinks, and a practical serving area at the final venue. Use the guest list to calculate cups, bowls, plates and cutlery, then add a small buffer for late arrivals or replacements. Arrange chilled ingredients, lighting and power equipment before the event day so setup does not depend on last-minute shopping.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Party tentqty 2

Equipment

Coolersqty 4
Kettlesqty 2
Thermos flasksqty 4
Walkie-talkiesqty 6
Phone chargersqty 4
Mobile phonesqty 4

Lighting

LED lanternsqty 8
Extension cordsqty 3
Power stripsqty 3

Sports equipment

Reflective vestsqty 8
Route arrowsqty 35
Conesqty 12
Ropeqty 2
Pedometersqty 4

First aid

First aid kitsqty 2
Emergency blanketsqty 6
Disposable glovesqty 20
Tick removerqty 2

Tableware

Reusable cupsqty 50
Soup bowlsqty 50
Platesqty 50
Cutlery setsqty 50
Serving spoonsqty 4

Kitchen

Thermos bottlesqty 6
Soup bowls with lidsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 6
Pliersqty 4
Ice packsqty 12

Catering

Water jugsqty 6
Coffee filtersqty 100
Corkscrewsqty 2
Groceries
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Lemon juice - 2 bottles
- Herbal tea - 2 boxes
- Drink broth - 2 boxes
- Vegetable soup - 8 liters
- Tomato soup - 8 liters
- White bread - 8 loaves
- Whole grain bread - 8 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Hummus - 1 kilogram
- Peanut butter - 2 jars
- Jam - 2 jars
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Muesli bars - 60 pieces
- Bananas - 50 pieces
- Apples - 50 pieces
- Grapes - 5 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 4 bags
- Cookies - 6 packs
- Salt - 1 pack
- Pepper - 1 can
- Olive oil - 1 bottle
- Napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 4 packs
- Bandages - 2 boxes
- Disinfectant - 2 bottles
- Blister plasters - 4 boxes

Decorations

Tableclothsqty 6
Name stickersqty 50
Markersqty 12
Tapeqty 6
Scissorsqty 4

Cleaning

Waste binsqty 6
Washing-up tubsqty 3
Spongesqty 6
Cleaning clothsqty 12
Hand brush and dustpanqty 2

Tips

Plan tableware for every registered participant, plus 10% extra. A reception serving soup and drinks needs reusable cups, soup bowls, plates, cutlery and serving spoons ready before the first walkers arrive.
Keep chilled produce in coolers or refrigeration until setup. Put thermos flasks and thermos bottles near the serving point, and prepare kettles early enough to serve hot drinks as soon as the group finishes.
Mark the route before participants set off, not during the walk. Count the route arrows and cones against every turn, crossing and confusing section, and keep rope available where a boundary needs extra marking.
For a walk that may finish in low light, provide a visible lighting setup at the start and final venue. Charge LED lanterns, walkie-talkies and phones the day before, and pack extension cords and power strips if the venue has limited outlets.
Keep first aid and emergency supplies accessible rather than packed under tables. Put first aid kits, emergency blankets, disposable gloves and a tick remover with the walk leaders or at a clearly marked point at the finish.

Frequently asked questions

How many cups and plates do I need for a walking reception?: Plan one cup, bowl, plate and cutlery set per registered participant, then add 10% extra. For 40 walkers, prepare at least 44 of each item so replacements and late arrivals do not disrupt service.
What should I buy for soup after a group walk?: For each guest, provide one soup bowl, one serving spoon for the station, and a plate and cutlery set if bread or other food is served. Keep soup bowls with lids available when portions need to be carried from the kitchen to the serving tables.
When should I prepare the route signs and lighting?: Prepare and check route arrows, cones and other markers at least one day before the walk. Charge lanterns, walkie-talkies and phones the same day, then test the full setup before participants arrive.
What first aid supplies are useful for a walking event?: Keep at least one first aid kit at the start or finish and another with the route team when the group is spread out. Add emergency blankets, disposable gloves and a tick remover, and make sure they are accessible throughout the walk.

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