What You Need for a 15K Run

Organising a 15K run takes more than bib numbers and medals. You need supplies for registration, route marking, traffic control, timing, refreshments and the finish area. This shopping list covers the items most likely to be forgotten, including power banks, extension cords, reusable cups and equipment for volunteers. Use the quantities of registered runners, volunteers and aid stations to work out how much to bring, then pack a small reserve for damaged or missing items.

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What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 6
Folding chairsqty 30
High tablesqty 6
Clothes racksqty 4

Sports equipment

Bib numbersqty 500
Race bib strapsqty 500
Finish medalsqty 500
Route arrowsqty 80
Kilometer markersqty 15
Traffic conesqty 80
Traffic barriersqty 30
Ribbonsqty 10
Start Line
Finish arch
Clipboardsqty 15
Markersqty 30
Disposable glovesqty 100

Equipment

Time registration system
Laptopqty 2
Mobile phonesqty 12
Walkie-talkiesqty 12
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 8
Hand trucksqty 4

Tableware

Reusable cupsqty 600
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Thermos flasksqty 8

Safety

First aid kitsqty 3
Emergency blanketsqty 30
Safety vestsqty 30
Flashlightsqty 10
Emergency blanketsqty 10

Decorations

Bannersqty 8
Flagsqty 20
Stage drapesqty 2

Lighting

Work lightsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30

Catering

Groceries
- Spa Blauw - 600 bottles
- Spa Rood - 120 bottles
- Sports drink lemon - 120 liter
- Orange sports drink - 80 liter
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea - 200 bags
- Milk - 20 liters
- Oat milk - 8 liters
- Sugar - 3 kilograms
- Sweeteners - 400 pieces
- Lemon juice - 3 bottles
- Ice cubes - 40 kilogram
- Bananas - 25 kilograms
- Apples - 20 kilograms
- Oranges - 15 kilograms
- Grapes - 10 kilograms
- Muesli bars - 600 pieces
- Currant buns - 300 pieces
- Whole wheat bread - 20 loaves
- White rolls - 200 pieces
- Whole wheat sandwiches - 200 pieces
- Cheese slices - 8 kilograms
- Chicken breast slices - 5 kg
- Hummus - 4 kilograms
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 3 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumber - 8 kilograms
- Tomatoes - 8 kilograms
- Lettuce - 20 heads
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Cookies - 8 packs
- Gluten-free crackers - 4 packs
- Vegan spreads - 4 kilograms
- Gluten-free sandwich rolls - 30 pieces
- Vegetarian wraps - 50 pieces
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 10 packs
- Trash bags - 200 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Chafing fuel - 12 cans
- Coffee filters - 200 pieces
- Stir sticks - 1000 pieces
- Paper drinking cups - 1000 pieces
- Straws - 500 pieces
- Food containers - 50 pieces
- Cooling packs - 40 pieces

Tips

Prepare one bib number and strap for every registered runner, plus around 5% extra for late changes, reprints or damaged numbers.
Pack route arrows, kilometre markers, ribbons and cones before race day. Bring roughly 10% more markers than your route plan requires so gaps can be repaired quickly.
Allow one walkie-talkie or mobile phone for each key position, such as the start, finish, timing point, traffic-control lead and route supervisor. Charge them fully the evening before and bring power banks.
Set aside at least one reusable cup per expected drink serving, with extras for volunteers and replacements. Use coolers to keep water or other refreshments ready at the start, finish and any planned aid points.
Test the time registration system, laptop, mobile sound system and microphone together before setup. Pack extension cords, power strips and backup power banks; these are often needed only after the first equipment check.

Frequently asked questions

How many race bibs do I need for a 15K run?: Prepare one bib number per registered runner and add about 5% extra. For 200 runners, that means 210 bib numbers and straps, giving you a buffer for late registrations or replacements.
How many drinks should I buy for a 15K run?: Plan at least one drink serving per runner at the finish, plus extra servings for volunteers and any route station. For 200 runners, buying 220 to 240 servings gives you a practical reserve.
What equipment is needed for timing a 15K race?: You need the time registration system, a laptop, reliable power, extension cords and power strips. Test everything at least one day before the run and bring power banks in case outlets are unavailable.
How many walkie-talkies are needed for a 15K event?: Provide one walkie-talkie or phone for each critical communication point, usually 5 to 10 devices for a small 15K run. Charge them the night before and assign each device to a named volunteer before briefing starts.

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