What you need for a Walk With Tasks event

A Walk With Tasks event needs more than route markers and refreshments. You’ll need equipment for the activities, clear wayfinding, a workable start and finish setup, and enough serving items for the group. Check quantities against your participant list before shopping, especially for reusable cups, chairs, coolers and communication equipment. Some items, such as waterproof storage boxes, power banks and LED lamps, are easy to overlook but become useful when weather, distance or low light complicates the day.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Tableclothsqty 6

Equipment

Coolersqty 4
Bluetooth speaker
Power banksqty 4
Megaphone
Walkie-talkiesqty 6
Kettlesqty 2

Lighting

LED lampsqty 8
Extension cordsqty 4

Sports equipment

Route arrowsqty 40
Conesqty 20
Ropeqty 4
Stopwatchesqty 4
Ballqty 2
Hoopsqty 4
Blindfoldsqty 8
Measuring tapesqty 4
Waterproof storage boxesqty 4
Route mapsqty 60
Assignment cardsqty 20
Answer formsqty 60
Clipboardsqty 10
Pensqty 70
Markersqty 12
Prizesqty 6

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Thermos flasksqty 6
Soup bowlsqty 50
Serving spoonsqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 8
Water jugsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop set
First aid kit

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Lemons - 12 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snacks - 4 bags
- Rice cakes - 5 packs
- Muesli bars - 60 pieces
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Butter - 3 packs
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Chicken breast slices - 1.5 kilos
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Vegetable soup - 12 liters
- Soup sticks - 6 packs
- Herb butter - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Cleaning sponges - 2 packs
- Disinfectant wipes - 2 packs
- Toilet paper - 12 rolls

Tips

Plan at least one route arrow for every turn or decision point, plus a few spare arrows in a waterproof storage box. Add cones or rope where participants need to stay within a defined area.
Match tables, chairs and party tents to the start table, finish area and assignment stations separately. Keep one table free for registration or last-minute changes instead of using every surface for catering.
Buy or collect serving equipment as a complete set: reusable cups, plates, cutlery sets, water jugs, serving spoons and platters. Check these against the participant list before food preparation, not on the morning itself.
Prepare communication and power for the full route. Test the Bluetooth speaker and megaphone before setup, and charge walkie-talkies and power banks at least one day in advance.
If the walk continues into low light, provide LED lamps and extension cords where they will actually be used. Pack stopwatches, measuring tapes, balls, hoops and blindfolds together so activity stations can be set up without opening multiple boxes.

Frequently asked questions

How many cups and plates do I need for a Walk With Tasks event?: Allow one reusable cup and one plate per participant, then add 10% spare capacity. For 40 participants, that means at least 44 cups and 44 plates, plus enough cutlery sets for the same number.
How many route arrows should I buy for a walking event?: Count every turn, crossing and point where the route could be unclear, then add 10 to 20% spare arrows. A route with 25 decision points therefore needs roughly 28 to 30 arrows.
When should I prepare the drinks and catering supplies?: Buy non-perishable supplies at least 3 to 5 days beforehand and chill drinks the day before. Prepare fresh snacks on the event day, allowing enough time to set up serving platters, soup bowls and water jugs before participants arrive.
What equipment should be checked before the Walk With Tasks event?: Test the Bluetooth speaker, megaphone, walkie-talkies, stopwatches and power banks at least 24 hours before the event. Also inspect route arrows, cones, rope and waterproof storage boxes after the route has been checked again.

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