Walking Rally Shopping List

A walking rally needs more than questions and a route map. You’ll need clear signs, checkpoint materials, writing supplies, drinks, tables and a way to keep teams moving safely. This shopping list covers the practical items for registration, checkpoints, the start and finish area, and route marking. Check the weather and power requirements before shopping, especially if you plan to use coffee machines, kettles, lights or a PA system outdoors.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Party tentsqty 2
Tableclothsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 2

Lighting

LED lampsqty 6
String lightsqty 4

Sports equipment

Route arrowsqty 30
Barrier tapeqty 4
Checkpoint signsqty 8
Stopwatchesqty 6
Reflective vestsqty 10

Office

Clipboardsqty 30
Ballpoint pensqty 50
Markersqty 12
Printer paperqty 2
Envelopesqty 70
Tapeqty 6
Scissorsqty 4
Staplersqty 2

Decorations

Balloonsqty 100
Buntingqty 6
Prize trophiesqty 3

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Soup ladlesqty 4

Kitchen

Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 8
Thermos flasksqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand broomsqty 2

Safety

First aid kitsqty 2
Flashlightsqty 8

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 packs
- Still mineral water - 60 liters
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Bake-off rolls - 90 pieces
- White casino bread - 6 loaves
- Whole wheat casinobread - 6 loaves
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 1 kilo
- Lettuce - 6 heads
- Tomatoes - 3 kilos
- Cucumbers - 3 kilos
- Bell peppers - 2 kilos
- Onions - 1 kilo
- Vegetable soup - 8 liters
- Soup vegetables - 3 kilo
- Vegetable stock - 2 boxes
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Muesli bars - 100 pieces
- Raisins - 2 kilos
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Pepper - 1 grinder
- Salt - 1 pack
- Olive oil - 1 bottle
- Paper towels - 6 rolls
- Napkins - 200 pieces
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls
- Bandages - 2 boxes
- Disposable washcloths - 2 packs

Tips

Prepare one clipboard, several pens and a copy of the questions or assignments for each checkpoint. Add spare pens and printed pages because wet or lost paperwork is difficult to replace during the rally.
Plan route signs before buying quantities. Count every turn, checkpoint and confusing junction, then add at least 10% extra arrows, tape and signs for replacements or last-minute route changes.
For drinks, allow two to three servings per person for the first hour, then one serving per person for each additional hour. Bring coolers and reusable cups, and keep a separate supply at the finish.
If the start or finish has no permanent power, bring extension cords, power strips and LED lamps. Test the cable length and equipment together at least one day before the rally.
Pack checkpoint materials in separate labelled envelopes or boxes, one per location. Include the sign, assignments, pens, stopwatch and any answer sheets so volunteers can set up without sorting supplies on site.

Frequently asked questions

What do I need for a walking rally checkpoint?: Prepare one checkpoint sign, a clipboard, printed questions or assignments, pens, a stopwatch and any answer sheets for each location. Pack each checkpoint separately at least one day before the event.
How many drinks should I buy for a walking rally?: Allow two to three drinks per person for the first hour and one additional drink per person for every following hour. Add about 10% extra for volunteers, delays and warm weather.
How many route signs do I need for a walking rally?: Count each turn, junction, checkpoint and start or finish approach that needs marking, then add 10% extra. Walk the route before the event and adjust the count if any section is easy to miss.
When should I prepare the walking rally supplies?: Sort checkpoint packs, print route booklets and prepare signs at least one day before the rally. Chill drinks and load the route materials on the morning of the event, after checking the forecast.

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