What you need for an amateur race

An amateur race needs more than bib numbers and a finish line. You will need supplies for registration, route marking, timing, refreshments, communication and basic first aid. Buy or reserve equipment early, especially traffic barriers, tents, tables, walkie-talkies and a printer. Use your participant count to calculate drinks, snacks, cups and safety pins, then pack separate boxes for registration, the course and the finish area.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 30
Registration tablesqty 2
Clothes racksqty 2

Sports equipment

Traffic conesqty 40
Traffic barriersqty 20
Route arrowsqty 35
Route signsqty 20
Bib numbersqty 150
Safety pinsqty 300
Course flagsqty 12
Barrier tapeqty 8
Chalk sprayqty 6
Finish ribbon

Equipment

Walkie-talkiesqty 8
Stopwatchesqty 4
Laptop
Printer
Route clock
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Megaphonesqty 2
First aid kitsqty 2
Flashlightsqty 6

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Soup ladlesqty 4
Serving plattersqty 8
Pouring jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Thermos flasksqty 6
Storage binsqty 12
Ice cube traysqty 6

Cleaning

Waste binsqty 10
Litter pickersqty 4
Cleaning bucketsqty 4
Broom setsqty 4
Mop setsqty 2

Decorations

Start-finish banner
Stage drapesqty 2

Lighting

LED lampsqty 8

Catering

Groceries
- Spa Blauw - 120 bottles
- Sports drink - 60 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Ice cubes - 20 kilograms
- Baguettes - 35 pieces
- Whole wheat bread - 12 loaves
- White bread rolls - 120 pieces
- Ham - 4 kilograms
- Cheese - 5 kilo
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Butter - 2 kilograms
- Lettuce - 8 heads
- Tomatoes - 5 kilograms
- Cucumbers - 12 pieces
- Peppers - 3 kilograms
- Onions - 2 kilograms
- Apples - 15 kilogram
- Bananas - 12 kilograms
- Grapes - 8 kilograms
- Muesli bars - 150 pieces
- Raisin buns - 100 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Tomato soup - 20 liters
- Vegetable soup - 15 liters
- Breadsticks - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Napkins - 600 pieces
- Hand soap - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Disinfectant wipes - 6 packs
- Trash bags - 100 pieces
- Toilet paper - 24 rolls

Tips

Plan at least one bib number and four safety pins per participant, plus 5–10% extra for late entries, damaged numbers and replacements.
For refreshments, allow two to three drinks per participant for the first hour, then add more for longer races or warm weather. Bring coolers and reusable cups so drinks stay accessible at the finish.
Mark every turn before race day with route arrows, signs, flags or chalk spray. Keep barrier tape and spare signs available for sections that need changing after the final route inspection.
Prepare one registration box with bibs, safety pins, printed forms, a laptop and printer. Bring extension cords, power strips and a backup supply of blank forms in case the equipment fails.
Keep first aid kits, flashlights and walkie-talkies with the race team rather than in the main storage area. Test stopwatches, the route clock and megaphones before participants arrive.

Frequently asked questions

How many safety pins do I need for an amateur race?: Allow four safety pins per participant because each bib normally needs four attachment points. Add at least 5–10% extra for lost or bent pins.
How much food and drink should I buy for a race?: For the first hour, plan two to three drinks per participant, then adjust for race length and weather. Buy enough snacks and sandwiches for every registered participant, with extra portions for volunteers and late arrivals.
How early should I order race numbers and medals?: Order them as soon as registration numbers are stable, preferably several weeks before race day. Keep 5–10% spare bib numbers and confirm the final medal quantity before placing the order.
What equipment should be ready at registration?: Set up the registration tables with bib numbers, safety pins, printed forms, a laptop, printer and power supplies at least 60 minutes before the first participant arrives. Test the printer and prepare blank forms before opening registration.

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