What to Buy for a Wheelchair Walk

A wheelchair walk needs more than drinks and snacks. You will need clear route markers, communication equipment, weather protection and supplies for an accessible start and rest area. Plan refreshments around the number of registered participants, volunteers and any dietary requirements, then add a small buffer. Check accessibility items early, especially a mobile ramp, accessible toilets and the break area setup, because these are easy to arrange too late.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 30
Bar stoolsqty 4
Tableclothsqty 6
Waste binsqty 4

Equipment

Walkie-talkiesqty 6
Power banksqty 4
Phonesqty 2

Sports equipment

Traffic conesqty 12
Route arrowsqty 20
Reflective vestsqty 12
Rain umbrellasqty 4

Safety

First aid kit
Emergency blanketsqty 4
Mobile ramp
Flashlightsqty 4

Lighting

LED lanternsqty 6
Extension cordsqty 3
Power stripsqty 3

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Reusable cutleryqty 60
Coffee cupsqty 40
Tea glassesqty 20

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Coolersqty 4
Serving traysqty 6
Scissorsqty 3
Rolls of tapeqty 6
Markersqty 12
Clipboardsqty 6

Decorations

Welcome bannersqty 2
Route card holdersqty 10

Cleaning

Bucketsqty 2
Washing-up tubsqty 2

Catering

Groceries
- Spa Blauw - 72 bottles
- Spa Rood - 24 small bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ice tea - 4 bottles
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Milk - 5 liters
- Oat milk - 2 liter
- Coffee creamers - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Lemons - 8 pieces
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Mandarins - 40 pieces
- Wholemeal bread - 6 loaves
- White rolls - 50 pieces
- Whole wheat wraps - 30 pieces
- Young cheese - 2 kilos
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Turkey breast - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Gluten-free crackers - 3 packs
- Muesli bars - 50 pieces
- Cookies - 6 packs
- Olives - 4 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Bandages - 2 boxes
- Disposable gloves - 2 boxes

Tips

Plan around 2–3 drinks per participant for the first hour, then add about 250–500 ml for each additional hour, especially in warm weather. Include water as well as coffee or tea for the break area.
Buy or prepare one snack portion per participant, plus 10% extra. Confirm dietary requirements before shopping so the snacks and drinks include suitable alternatives.
For route marking, allow one arrow or sign at every turn, crossing and confusing section, plus 10% spare. Pack tape, scissors and traffic cones together so volunteers can install signs quickly.
Provide one reflective vest per route volunteer and at least two charged phones or walkie-talkies for communication. Add power banks and charge all mobile equipment the day before.
Pack a first aid kit, emergency blankets, flashlights and rain umbrellas before the event week. Check the mobile ramp and route accessibility again 24 hours before participants arrive.

Frequently asked questions

How much water do I need for a wheelchair walk?: Allow 500 ml of water per participant for each hour of the walk, then add at least 10% extra. In warm weather, plan closer to 750 ml per person per hour and keep additional drinks chilled at the break area.
What food should I buy for a wheelchair walk?: Buy one easy-to-eat snack per participant and 10% extra, with separate options for every dietary requirement collected during registration. For a break lasting 30–45 minutes, provide one snack portion and one drink per person.
How many volunteers and radios do I need?: Use at least one route volunteer at the front, one at the back and one at each busy crossing or rest stop. Provide one walkie-talkie or charged phone to every key route position, with at least two power banks available.
When should I check the wheelchair walk route?: Check accessibility when setting the route, then repeat the check 24 hours before the walk. Confirm surfaces, slopes, crossings, signs, rest stops and accessible toilets, and arrange alternatives immediately if conditions have changed.

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