What you need for a walking event

A walking event needs more than maps and refreshments. You will need clear route markers, safety equipment, charged communication devices and a simple setup for the start and finish. Plan drinks for the full route, not just the final location, and check that food, cups and serving equipment match the number of participants. This list focuses on what to buy, borrow or bring so nothing essential is arranged at the last minute.

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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 20
Beer benchesqty 4

Navigation

Route mapsqty 60
Compassqty 8
Clipboardsqty 8
Waterproof markersqty 20
Route arrowsqty 35
Barrier tapeqty 6
Conesqty 20

Safety

First aid kitsqty 2
Reflective vestsqty 12
Whistlesqty 12
Flashlightsqty 12
Power banksqty 6
Emergency blanketsqty 6

Equipment

Mobile phonesqty 6
Extension cordsqty 3

Catering

Coolersqty 4
Thermos flasksqty 6
Water jerry cansqty 4
Groceries
- Spa Blauw - 60 liters
- Lemonade syrup - 3 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Apple juice - 4 packs
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Long-life coffee creamer - 2 tubs
- Sugar - 1 kilo
- Stirrers - 100 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Butter - 4 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 1.5 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Tomato soup - 8 liters
- Vegetable soup - 8 liters
- Vegetable stock - 2 boxes
- Onions - 2 kilos
- Carrots - 2 kilo
- Leeks - 1,5 kilo
- Salt - 1 pack
- Black pepper - 1 jar
- Apples - 60 pieces
- Bananas - 50 pieces
- Muesli bars - 70 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 3 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 2 bottles
- Hand sanitizer - 3 bottles

Tableware

Reusable cupsqty 70
Reusable platesqty 70
Reusable cutleryqty 70

Kitchen

Soup kettlesqty 3
Large cooking potsqty 3
Gas burnersqty 3
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 4
Pouring jugsqty 4

Cleaning

Washing-up basinsqty 6
Washing-up tubsqty 4
Broomsqty 2
Dustpan and brushqty 2
Waste binsqty 6

Tips

Prepare at least one route map per participant group, plus a few spare copies for organisers. Keep waterproof markers, arrows, barrier tape and cones together so route signs can be placed quickly on the day.
Allow one mobile phone for each key organiser or route team, and charge all phones and power banks the evening before. Pack flashlights even for daytime walks, because delays can push the finish into low light.
Provide drinking water at the start and finish, and plan extra water for longer routes or warm weather. Use coolers for chilled drinks and thermos flasks for hot coffee or tea.
Pack one first aid kit at the start, one at the finish and another with the route team if the walk covers a wide area. Reflective vests and whistles make organisers easier to identify when groups spread out.
Set aside enough tables, chairs or benches for registration, participant packs and the finish area. Bring extension cords and check that soup kettles, cooking pots, gas burners, knives and cutting boards are ready before food preparation begins.

Frequently asked questions

What should I bring to organise a walking event?: Bring route maps, arrows, cones or barrier tape, waterproof markers and communication equipment. You will also need first aid kits, reflective vests, whistles, flashlights, water containers and basic catering equipment.
How much water do I need for a walking event?: Plan at least 0.5 litres per participant for a short walk, with extra water available at the finish. For warm weather or routes lasting several hours, increase this amount and include water for organisers and food preparation.
How many first aid kits are needed for a walking event?: Use at least two first aid kits: one at the start or finish and one with the route team. Add another kit when the route is long, divided into separate groups or difficult to reach quickly.
When should I prepare the equipment for a walking event?: Check and pack non-perishable equipment at least one day before the walk. Charge phones and power banks overnight, and prepare chilled food and drinks early enough to cool properly before participants arrive.

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