It is recommended to make a detailed material list so that you know exactly what to buy and in what quantities. You can make a shopping list for each activity and make an overall list in the playbook. To make it less difficult for the buyers, you should write exactly what is to be bought so that, for example, it says a pack of elastics instead of 2 elastics.

It can be a good idea to divide the list into food items and other items, as the kitchen team can include the food items on their shopping list. You can consider dividing the list according to where you want to buy the things.

To make the material list as simple as possible, you can choose to make it in LaTeX. In this way, LaTeX will collect all items in the material list for you. For more information on this, see how-to-latex