What you need for a walking group meeting
A walking group meeting needs more than a route and a start time. Bring enough drinks and snacks for the group, plus serving equipment for coffee, tea and refreshments at the meeting point. Route maps, name badges and visible safety gear help people stay together, while a first aid bag and charged phones cover common problems. Use this list to shop and gather supplies before the event, rather than discovering missing items when walkers arrive.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 6
- Chairsqty 36
- Coat racksqty 2
Tableware
- Reusable cupsqty 50
- Platesqty 40
- Cutlery setsqty 40
- Coffee cupsqty 40
- Thermos flasksqty 4
Kitchen
- Cutting boardsqty 3
- Kitchen knivesqty 3
- Serving plattersqty 6
- Serving spoonsqty 6
- Coolersqty 3
Equipment
- Kettlesqty 2
- Extension cordsqty 2
- Power banksqty 4
Sports equipment
- Walking sticksqty 6
- Hydration backpacksqty 4
- Route mapsqty 40
Safety
- First aid bagsqty 2
- Reflective vestsqty 8
- Whistlesqty 6
- Mobile phonesqty 2
Decorations
- Name badgesqty 40
- Tableclothsqty 6
- Balloonsqty 30
- Buntingqty 4
Lighting
- LED lanternsqty 6
- LED string lightsqty 3
Cleaning
- Waste binsqty 4
- Mop and bucket
- Dish brushesqty 3
- Reusable cleaning clothsqty 8
Organization
- Clipboardsqty 6
- Pensqty 12
- Route arrowsqty 20
- Markersqty 4
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling water - 6 bottles
- Still water - 24 bottles
- Apple juice - 3 packs
- Alcohol-free beer - 12 bottles
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilograms
- Mandarins - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 4 packs
- Wholegrain crackers - 4 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Chicken breast slices - 1 kilogram
- Vegetarian spreads - 6 tubs
- Whole grain bread - 8 loaves
- Gluten-free bread - 2 loaves
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Lemons - 6 pieces
- Ice cubes - 4 bags
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
Tips
- Plan drinks for the walking time and the arrival period: allow roughly 500–750 ml of water per person for a short walk, plus extra if the forecast is warm. Bring coolers or hydration backpacks so drinks remain accessible.
- Prepare snacks that can be served quickly, such as cut fruit, using cutting boards, kitchen knives, serving platters and serving spoons. For a group of 20, start with about 20 small portions and add more for longer walks.
- Set up coffee and tea at the meeting point with kettles, thermos flasks and coffee cups. Check the available power supply in advance and pack extension cords if the kettles cannot reach the socket.
- Print one route map per walking group, then add a few spare copies. Name badges, reflective vests and whistles are easy to overlook but help guides identify participants and attract attention if the group becomes separated.
- Pack the safety and backup items before loading the tables: first aid bags, mobile phones, charged power banks and walking sticks. Keep the first aid bag and emergency phones with the walking guides, not at the reception table.
Frequently asked questions
- What food and drinks do I need for a walking group meeting?
- Allow about 500–750 ml of water per person for the walk, plus extra drinks at the start or finish. Prepare at least one snack portion per participant, with additional fruit or snacks for walks longer than two hours.
- How many route maps should I print for a walking group?
- Print one route map for each walking group and bring at least two spare copies. Give the main copies to walking guides and keep the extras at the reception table.
- What safety equipment should I bring to a walking group meeting?
- Bring one first aid bag, charged mobile phones and power banks, plus reflective vests and whistles for the guides. Check the emergency contacts and charge all phones at least one day before the meeting.
- When should I buy and prepare supplies for the walking meeting?
- Buy drinks, snacks and disposable or reusable serving supplies at least one day ahead. Chill drinks, prepare the fruit and assemble maps, name badges and safety equipment on the day before or several hours before the group arrives.
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