What to buy for a wheelchair tour

A wheelchair tour needs more than drinks and snacks. You also need clear route markers, communication equipment, visibility gear and supplies that keep the start and refreshment points accessible. Use the shopping list below to gather everything before participants arrive, then check that rechargeable equipment is ready and signs can be placed along the route. Plan quantities from your registration list, with extra cups, water and basic supplies for late additions or unexpected delays.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 30
Beer tablesqty 4
Tableclothsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Serving spoonsqty 6

Catering

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Drink dispensersqty 3
Groceries
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Cookies - 6 packs
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ice tea - 4 bottles
- Lemons - 10 pieces
- Ice cubes - 8 kilos
- White rolls - 100 pieces
- Wholemeal rolls - 60 pieces
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1,5 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Butter - 1 kilo
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted peanuts - 3 bags
- Rice cakes - 4 packs
- Bananas - 60 pieces
- Mandarins - 5 kilos
- Grapes - 4 kilos
- Muesli bars - 80 pieces
- Gluten-free rolls - 10 pieces
- Gluten-free toppings - 2 packs
- Vegan sandwiches - 10 pieces
- Vegan spreads - 2 packs
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Equipment

Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphonesqty 2
Power banksqty 6
Mobile phonesqty 4

Lighting

LED lanternsqty 8
Flashlightsqty 8

Sports equipment

Traffic conesqty 30
Route arrowsqty 25
Route signsqty 12
Barrier tapeqty 6
Reflective vestsqty 20
Wristbandsqty 80
Clipboardsqty 6
Pensqty 30
Umbrellasqty 10
Fleece blanketsqty 12

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 10
Pliersqty 6
Measuring cupsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 3
Cleaning clothsqty 20

Care

First aid kitsqty 2
Disposable glovesqty 2
Hand sanitizerqty 6

Tips

Plan drinking water for the full route, not just the starting point. As a working estimate, allow 0.5 to 1 litre per participant for a short tour and keep extra water available at the refreshment stop.
Set aside one clearly marked set of route arrows and signs for every junction or change of direction. Pack barrier tape, traffic cones and reflective vests together so route staff can deploy them quickly.
Prepare communication equipment at least one day ahead. Charge every walkie-talkie and power bank, and bring spare mobile phones or chargers if staff will be spread across the route.
For the start area, match tables, chairs and serving equipment to the registered group size, then add about 10% spare cups and plates. Check that extension cords and power strips do not cross accessible passageways.
Pack visibility and emergency items in a labelled route bag rather than leaving them at the starting location. Include flashlights or LED lanterns if any part of setup or the tour may take place in low light.

Frequently asked questions

How much water do I need for a wheelchair tour?: Allow roughly 0.5 to 1 litre of drinking water per participant for a short tour, depending on weather and duration. Add at least 10% extra and keep water available at both the start and the refreshment point.
What equipment is needed to mark the wheelchair tour route?: Prepare route arrows and signs for every turn, plus traffic cones and barrier tape for temporary hazards or restricted areas. Give route staff reflective vests so participants can identify them quickly.
When should I charge walkie-talkies and power banks?: Charge them the day before the tour and check them again during final setup. Bring at least one spare charged power bank for each communication team or remote route post.
How many cups and plates should I buy for the tour?: Use the registration total as your base quantity and add about 10% spare cups and plates. This covers late additions, replacements and drinks served more than once.

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