What you need for a walking rally
A walking rally needs more than question sheets and a marked route. You will need practical supplies for the start and finish, each checkpoint, the walk itself and the volunteers running it. Plan quantities from your confirmed participant count, then add a small spare supply for lost pencils, damaged signs and unexpected arrivals. Drinks, printed materials, power and weather protection are the items most often arranged too late.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 6
- Folding chairsqty 30
- Picnic benchesqty 4
- Clothes racksqty 2
Tableware
- Reusable cupsqty 80
- Platesqty 70
- Cutlery setsqty 70
- Coffee cupsqty 50
Kitchen
- Coolersqty 4
- Thermos dispensersqty 4
- Cutting boardsqty 3
- Chef’s knives and bread knivesqty 4
- Serving plattersqty 8
- Serving tongsqty 6
Equipment
- Laptopsqty 2
- Printers
- Walkie-talkiesqty 6
- Megaphone
- Power banksqty 6
- Extension cordsqty 4
- Power stripsqty 4
Sports equipment
- Route mapsqty 60
- Score sheetsqty 60
- Rally questionsqty 60
- Bib numbersqty 60
- Clipboardsqty 12
- Pencilsqty 70
- Conesqty 20
- Route arrowsqty 40
- Checkpoint signsqty 8
- Stamp setsqty 8
- Stopwatchesqty 4
Safety
- First aid kitsqty 2
- Safety vestsqty 12
- Flashlightsqty 8
Lighting
- String lightsqty 4
Decorations
- Welcome bannersqty 2
- Tableclothsqty 6
- Prizesqty 6
- Certificatesqty 60
Cleaning
- Waste binsqty 8
- Broom and dustpanqty 2
- Washing-up bowlsqty 3
Catering
- Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Beer - 48 cans
- Alcohol-free lager - 24 cans
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Peanuts - 2 bags
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Hummus - 6 tubs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Currant buns - 60 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Vegetarian spreads - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Pasta salad - 5 kilograms
- Potato salad - 4 kilogram
- Vegetarian wraps - 30 pieces
- Chicken wraps - 30 pieces
- Mini meatballs - 3 kilograms
- Vegetarian meatballs - 2 kilogram
- Cookies - 6 packs
- Brownies - 60
- Ice cubes - 10 kilograms
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles
- Bandages - 2 boxes
Tips
- Allow at least one route map, score sheet, pencil and bib number per participant, plus 10% spare copies. Keep the spare set at the start rather than distributing everything immediately.
- Stock each checkpoint with its question sheets, answer information, clipboards and pencils before volunteers arrive. Pack each station in a separate labelled bag so setup does not depend on finding supplies on the day.
- For a two-hour rally, plan roughly 500–750 ml of drinks per participant, with extra water at checkpoints in warm weather. Chill drinks in coolers and keep a separate supply for volunteers.
- Prepare one serving setup for the start and finish: reusable cups, plates, cutlery, serving platters and tongs. If food is served, bring separate cutting boards and knives rather than using the same surface for general packing.
- Check power and communication before loading the vehicle. Bring charged walkie-talkies and power banks, and pack extension cords and power strips only where the start or finish setup actually needs electricity.
Frequently asked questions
- How many copies of the walking rally materials do I need?
- Prepare one route map, score sheet, pencil and bib number for every registered participant. Add at least 10% spare copies; for 50 participants, that means 55 sets.
- How much water and other drinks should I buy for a walking rally?
- For a rally lasting about two hours, allow 500–750 ml per participant, depending on the weather and catering. For 50 people, buy approximately 25–38 litres, then add volunteer drinks separately.
- When should I prepare the checkpoint supplies?
- Pack and label every checkpoint kit at least one day before the rally. Load the route questions, answers, score sheets, clipboards and pencils together so volunteers can collect a complete station pack.
- How many spare signs and arrows do I need for a walking rally?
- Make the route signs and arrows for the full route, then prepare around 10% extra. On a route using 40 markers, bring at least four spares in case of damage or loss.
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