Youth trip shopping list: what to buy and pack

A youth trip needs more than snacks and bottled water. Pack for travel, outdoor activities, changing weather and a full day away from your usual supplies. Plan food and drinks by participant and trip length, then add shared equipment such as coolers, power banks, flashlights and a first aid kit. The easily forgotten items are usually administrative: printed participant lists, consent information, name stickers and waterproof pens. Use the full list below to check purchases before packing.

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What to bring

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

Equipment

Coolersqty 4
Power banksqty 6
Charging cablesqty 8
Flashlightsqty 6
Megaphone

Tableware

Reusable cupsqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Napkin holderqty 3

Furniture

Picnic blanketsqty 8

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 4
Serving spoonsqty 3
Food containersqty 8
Thermos flasksqty 3

Safety

First aid kitqty 2
Safety vestsqty 6
Rain ponchosqty 50

Administration

Participant foldersqty 5
Printed participant listsqty 6
Program flyersqty 50
Name stickersqty 50
Waterproof markersqty 6
Pensqty 12
Clipboardsqty 6

Bags

Trash bag holdersqty 4
Carry bagsqty 10

Cleaning

Hand sanitizerqty 6
Disinfecting wipesqty 4

Catering

Groceries
- Whole wheat rolls - 50 pieces
- Young cheese - 2,5 kilogram
- Cooked ham - 2 kilograms
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Margarine - 2 tubs
- Lettuce - 4 heads
- Tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 4 bags
- Muesli bars - 50 pieces
- Cookies - 6 packs
- Spa Blauw - 8 packs
- Sparkling water - 4 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ice tea - 4 bottles
- Coffee - 2 packs
- Tea - 1 box
- Sugar - 1 kilogram
- Milk - 4 liters
- Lemons - 6 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Paper cups - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Wet wipes - 6 packs

Tips

Allow around 2–3 drinks per participant for the first hour, then 1 drink per person for each additional hour. Pack extra water for warm weather and keep chilled items in coolers.
Prepare one participant folder or pack per young person, including the relevant information you collected. Keep a separate printed participant list with escorts rather than relying only on phones.
Pack one power bank and the correct charging cables for every small group or escort team. Charge them the night before; a low battery becomes a problem when pickup details or emergency contacts are needed.
Put rain ponchos, flashlights and safety vests together in an easy-to-reach bag, not at the bottom of the luggage. Check the weather forecast again 24 hours before departure and adjust the shared gear.
Buy disposable replacements only if reusable cups, plates and cutlery cannot be washed during the trip. Bring food containers, serving utensils, trash bag holders, hand sanitizer and disinfecting wipes so meals can be served and cleared without searching for supplies.

Frequently asked questions

How much food and drink should I buy for a youth trip?: Plan each main meal as one portion per participant plus 10% extra. For drinks, allow 2–3 per person for the first hour and 1 per additional hour, with extra water for hot weather or strenuous activities.
When should I do the shopping for a youth trip?: Buy shelf-stable food, paper materials and equipment 2–3 days before departure. Buy fresh food and chill drinks the day before, then check the shopping list again on the morning of the trip.
What should every youth trip participant pack receive?: Prepare one participant folder or pack per person. Include the trip information they need, and keep printed participant lists, name stickers and pens available for group allocation and check-in.
What safety supplies do I need for a youth trip?: Take at least one first aid kit, plus enough safety vests and rain ponchos for every participant and escort who may need them. Pack flashlights and check the kit 24 hours before leaving so missing or expired items can be replaced.

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