What you need for an airport race

An airport race needs more than race numbers and medals. You will also need clear course marking, equipment for registration and timing, supplies for water stations, and reliable communication between the start, finish and route teams. Check power and backup options early, especially for the printer, timing system, tablets and loudspeakers. Use this list alongside the route, safety and airport arrangements so nothing essential is bought at the last minute.

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What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 6
Foldable tablesqty 10
Folding chairsqty 40
Clothes racksqty 2

Sports equipment

Bib numbersqty 550
Race bib strapsqty 550
Finish medalsqty 550
Conesqty 80
Barrier tapeqty 20
Route arrowsqty 40
Kilometer markersqty 10
Start line mat
Finish arch
Disposable cupsqty 1500
Luggage tagsqty 550
Wristbandsqty 600

Equipment

Time registration system
Laptopqty 2
Tabletsqty 3
Walkie-talkiesqty 12
Mobile phonesqty 6
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Handheld microphoneqty 2
Speakersqty 2
Megaphonesqty 3
Coolersqty 8
Charging stationsqty 3

Tableware

Reusable cupsqty 300
Platesqty 300
Forksqty 300
Knivesqty 300
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Thermos flasksqty 6
Water jugsqty 12
Bottle openersqty 4
Serving plattersqty 20
Ice packsqty 30

Decorations

Flagsqty 20
Start-finish bannersqty 2
Balloon garlandsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 20
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 3
Cleaning bucketsqty 4
Glovesqty 30

Catering

Groceries
- Spa Blue - 900 bottles
- Sports drink - 250 bottles
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Orange juice - 10 liters
- Apple juice - 10 liters
- Bananas - 600 pieces
- Apples - 500 pieces
- Oranges - 300 pieces
- Muesli bars - 600 pieces
- Energy bars - 300 pieces
- Raisins - 5 kilos
- Currant buns - 300 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Cheese - 4 kilos
- Ham - 3 kilos
- Hummus - 12 tubs
- Cucumbers - 20 pieces
- Tomatoes - 15 kilos
- Butter - 2 kilos
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 2 jars
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Cookies - 10 packs
- Mini wraps - 300 pieces
- Herb cheese - 10 tubs
- Olives - 6 jars
- Grapes - 15 kilos
- Lemons - 5 kilo
- Ice cubes - 30 kilo
- Napkins - 1500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 10 packs
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Diet cookies - 6 packs

Tips

Plan one registration setup for every 100–150 runners expected to arrive within the same 30-minute period. Each setup should have a table, chairs, a laptop or tablet, bib numbers, straps and a printer if on-site printing is required.
Buy or collect at least 2–3 disposable cups per runner for a single water station, then add extra for volunteers and damaged cups. Put coolers at the station before runners arrive rather than relying on late deliveries.
Mark the course at every kilometre and place additional arrows before turns, crossings and confusing service roads. Keep barrier tape and cones available for changes made during the final course check.
Prepare one communication device for each key team position, plus at least two spare mobile phones or power banks. Test walkie-talkies across the full route before race day, because airport buildings and vehicles can block signals.
Keep bibs, wristbands, luggage tags and medals in separate labelled boxes, sorted before setup begins. Put the finish medals at the finish arch and keep a small reserve of bibs and straps at registration.

Frequently asked questions

What should I buy for an airport race?: Plan for race bibs and straps, medals, cones, barrier tape, route arrows, kilometre markers, water-station cups, registration furniture, timing equipment and communication devices. You will also need power strips, extension cords and power banks for the laptop, printer, tablets and sound equipment.
How many cups do I need for an airport race?: Allow 2–3 disposable cups per runner for each water station, plus roughly 10% extra for volunteers, spills and damaged cups. If you run two stations, double the runner allowance rather than moving used supplies between locations.
How many walkie-talkies are needed for a race?: Provide one for each essential position, such as race control, start, finish, registration, medical support and route marshals. Add at least two spare devices or fully charged phones, and test the range along the route at least one day before the race.
When should I prepare the airport race supplies?: Sort bibs, straps, wristbands, luggage tags and medals at least 2–3 days before the event. Test timing, printing, microphones, speakers, tablets and power banks no later than the day before, then pack route-marking supplies for quick deployment on race morning.

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