What to Buy for a Wheelchair Tour

A wheelchair tour needs more than refreshments at the finish. Your shopping list should cover accessible route support, participant registration, traffic safety, first aid, lighting and a weather backup. Plan drinks and food around the number of participants, then check whether your starting point and catering stop have enough accessible facilities. The list below helps you prepare supplies for the route, the rest stops and the people coordinating the tour.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 30
Bar stoolsqty 4
Waste binsqty 6
Tableclothsqty 8

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 80
Coffee cupsqty 50
Serving plattersqty 10
Pouring jugsqty 6

Equipment

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Megaphonesqty 2
Rechargeable lampsqty 8
Extension cordsqty 4
Power stripsqty 4

Route and safety

Route signsqty 20
Directional signsqty 12
Barrier tapeqty 6
Safety vestsqty 12
Traffic conesqty 12
Flashlightsqty 8
First aid kitsqty 2
Emergency blanketsqty 10
Rain ponchosqty 20

Registration

Registration formsqty 60
Route mapsqty 60
Wristbandsqty 60
Participant numbersqty 60
Clipboardsqty 6
Ballpoint pensqty 20
Waterproof markersqty 10
Name stickersqty 80
Information boardsqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6
Ice packsqty 20
Hand soap dispensersqty 3

Cleaning

Cleaning bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Trash bag holdersqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 packs
- Sparkling water - 4 bottles
- Apple juice - 4 packs
- Bananas - 50 pieces
- Apples - 50 pieces
- Grapes - 5 kilos
- Muesli bars - 60 pieces
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Kaiser rolls - 60 pieces
- Butter - 3 tubs
- Cheese slices - 3 kilos
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 8 tubs
- Jam - 4 jars
- Cucumbers - 10 pieces
- Tomatoes - 4 kilos
- Lettuce - 6 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Gluten-free rolls - 10 pieces
- Vegan sandwich spreads - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lemons - 10 pieces
- Ice cubes - 10 bags
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Tips

Allow about 500–750 ml of drinks per participant for a short tour, plus extra water for escorts and volunteers. Chill the drinks before departure and keep a separate supply in coolers for the route.
Take one printed route map per participant or escort, plus at least 10 extra copies. Pack route signs, directional signs and barrier tape separately so volunteers can place them quickly at turns and crossings.
Prepare one safety vest for every traffic marshal or route volunteer, and keep traffic cones available for stopping or redirecting vehicles. Charge the megaphone and rechargeable lamps the day before.
Pack at least one first aid kit for the group and keep emergency blankets and rain ponchos together in a clearly marked bag. Restock the kit after checking its contents, rather than discovering missing supplies at the start.
For a refreshment stop, count reusable cups, plates and cutlery per guest and add 10% spare items. Bring pouring jugs, serving platters, thermos flasks and extension cords together so coffee and drinks can be served without last-minute searching.

Frequently asked questions

What should I buy for a wheelchair tour?: Plan drinks, reusable tableware, coolers, route and directional signs, safety vests, traffic cones, barrier tape, first aid supplies, rain ponchos and registration forms. Add lighting, power equipment and catering supplies if the tour includes an evening stop or staffed refreshment location.
How much water do I need for a wheelchair tour?: Allow 500–750 ml per participant for a short tour, then add extra for escorts and volunteers. For a longer route or warm weather, plan closer to 1 litre per person and keep backup water at the starting point and catering location.
How many route maps should I print?: Print one map for each participant or escort, with at least 10 extra copies for replacements, volunteers and unexpected guests. Finish printing no later than the day before, after the accessible route and alternative route have been checked.
What safety equipment is needed for a wheelchair tour?: Use safety vests for route volunteers, traffic cones and barrier tape for traffic control, plus route and directional signs at decision points. Bring at least one first aid kit, emergency blankets, rain ponchos and flashlights; check and pack them before the final shopping check.

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