What to buy for a Walking Weekend

A Walking Weekend needs more than route maps and packed lunches. You will be serving drinks and food at the venue, supporting people along the route and keeping signs, phones and safety equipment ready in changing weather. Use the plan’s shopping list to check quantities against your final participant list. Buy food and drinks only after registrations and dietary requirements are confirmed, and leave time to chill drinks, pack lunches and assemble participant packs before the first walkers arrive.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Buffet tablesqty 3
Coat racksqty 3
Waste binsqty 6
Party tentsqty 2

Tableware

Coffee cupsqty 50
Glassesqty 80
Platesqty 60
Soup bowlsqty 50
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12
Thermos flasksqty 8
Water jugsqty 8

Equipment

Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Kettlesqty 3
Coffee machinesqty 2
Wireless microphonesqty 2
Bluetooth speakersqty 2
Power banksqty 6

Route and safety

Compassqty 6
Walkie-talkiesqty 8
First aid bagsqty 3
Emergency blanketsqty 12
Whistlesqty 20
Reflective vestsqty 12
Route arrowsqty 80
Route signsqty 20
Barrier tapeqty 4
Flashlightsqty 8
Rain ponchosqty 15
Walking sticksqty 10
Ropeqty 2
Route mapsqty 60
Clipboardsqty 6
Pensqty 30
Name stickersqty 60
Wristbandsqty 60

Sports equipment

Backpacksqty 10
Drink bottlesqty 20
Picnic blanketsqty 6
Frisbeesqty 3
Board gamesqty 6

Decorations

Welcome sign
Information boardsqty 4
Tableclothsqty 8
Buntingqty 6
Balloonsqty 40

Lighting

LED lampsqty 8
String lightsqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Scissorsqty 4
Serving plattersqty 12
Storage boxesqty 20
Aluminum foilqty 3
Cling filmqty 3
Cool bagsqty 45

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 4
Bucketsqty 4
Mopsqty 4
Broomqty 2
Litter pickersqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 4 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Honey - 2 jars
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 liters
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Sports drink - 24 bottles
- Lemons - 12 pieces
- Apples - 50 pieces
- Bananas - 40 pieces
- Pears - 30 pieces
- Grapes - 6 packs
- Oranges - 30 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Mixed salad - 10 bags
- Wholemeal Bread - 16 loaves
- White rolls - 60 pieces
- Whole wheat wraps - 40 pieces
- Croissants - 50 pieces
- Currant buns - 40 pieces
- Butter - 6 packs
- Margarine - 4 tubs
- Mild cheese - 3 kilograms
- Brie - 1 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 12 tubs
- Egg salad - 8 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Chocolate sprinkles - 3 packs
- Muesli - 4 packs
- Cornflakes - 3 packs
- Yogurt - 12 liters
- Boiled eggs - 60 pcs
- Chicken breast - 6 kilograms
- Vegetarian schnitzels - 40 pieces
- Potatoes - 8 kilograms
- Rice - 5 kilograms
- Pasta - 4 kilograms
- Pasta sauce - 8 jars
- Vegetable stock - 2 packs
- Stir-fried vegetables - 8 kilograms
- Green beans - 5 kilograms
- Corn - 8 cans
- Chickpeas - 8 cans
- Tomato soup - 10 liters
- Lunch Sandwiches - 60 pieces
- Tuna - 12 cans
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Yogurt dressing - 4 bottles
- Olive oil - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Onions - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Mixed nuts - 3 kilogram
- Muesli bars - 80 pieces
- Energy gels - 40 pieces
- Raisins - 30 bags
- Cookies - 10 packs
- Chocolate bars - 50 pieces
- Ice cubes - 12 bags
- Napkins - 500 pieces
- Paper lunch bags - 60 pieces
- Resealable bags - 200 pieces
- Paper cups - 150 pieces
- Wooden stirring sticks - 150 pieces
- Trash bags - 60 pieces
- Organic waste bags - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Paper towels - 8 packs
- Hand soap - 6 bottles
- Tissues - 20 packs
- Sunscreen - 8 bottles
- Mosquito repellent - 6 bottles
- Blister plasters - 6 boxes
- Bandages - 6 boxes
- Hand warmers - 30 pairs

Tips

Count food, drinks, cups, plates and cutlery from the final participant list, then add a small spare allowance for late additions or damaged items. Confirm dietary requirements before buying snacks and lunch ingredients.
Prepare a separate route-support kit: printed maps, route signs, arrows, whistles, reflective vests, first aid bags and emergency blankets should be easy to reach rather than packed under catering supplies.
Allow enough serving equipment for the busiest break, not just the average moment. Check that you have thermos flasks, water jugs, coolers, serving spoons and soup bowls if hot food or drinks are planned.
Charge power banks and test coffee machines, kettles, speakers and microphones before setup day. Pack extension cords and power strips with the equipment so they are not discovered missing when the venue opens.
Buy or bring weather protection for the reception and catering areas, including party tents if needed. Waste bins, coat racks, folding chairs and tables are easy to overlook when attention is focused on the walking routes.

Frequently asked questions

What food should I buy for a Walking Weekend?: Plan food around the confirmed participant list, including dietary requirements collected during registration. Buy portable snacks and lunch-pack ingredients that can be prepared before the walk, plus a small spare amount for last-minute changes.
How many drinks do I need for a Walking Weekend?: Use the final headcount and plan at least one drink for each scheduled refreshment moment, with extra water available for the route and venue. Chill drinks several hours before arrival and keep reserve drinks in coolers.
What safety equipment is needed for a group walking weekend?: Have first aid bags, emergency blankets, whistles, reflective vests and reliable communication equipment ready before participants arrive. Download route files and print route maps at least one day in advance so they are available if phones or reception fail.
When should I do the shopping for a Walking Weekend?: Buy non-perishable supplies and check equipment several days before the event. Purchase fresh food closer to the event, then prepare snacks, lunch packs and participant packs on the day before or early on the morning of the walk.

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