What you need for an anniversary marathon

An anniversary marathon needs more than race numbers and medals. This shopping list covers participant supplies, route marking, water stations, finish-line equipment, volunteer gear and practical event furniture. Plan quantities from your registration total, then add a buffer for damaged items, late entries and helpers. Check delivery times early for custom bibs, shirts, medals and timing equipment, because these are difficult to replace at short notice.

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What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Chairsqty 40
Beer tablesqty 8
Clothes racksqty 4
Waste binsqty 12

Sports equipment

Bib numbersqty 250
Bib holdersqty 250
Time-tracking chipsqty 250
Commemorative medalsqty 250
Participant shirtsqty 250
Disposable cupsqty 2500
Water jerry cansqty 24
Coolersqty 12
Route arrowsqty 80
Crowd control barriersqty 30
Traffic conesqty 80
Ribbonsqty 20
Flagsqty 30
Conesqty 40
Clipboardsqty 12
Whistlesqty 20
Safety vestsqty 30
Blanketsqty 40
Yoga matsqty 20
Repair benchesqty 8

Equipment

Finish arch
Laptopsqty 3
Tabletsqty 4
Mobile phonesqty 8
Walkie-talkiesqty 16
Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 10
Power stripsqty 8
Power banksqty 10
Printer
Printer paperqty 2

Lighting

LED lampsqty 12
Light Stripsqty 6
Battery lanternsqty 10

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee potsqty 8
Thermos flasksqty 8
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Knivesqty 12
Serving plattersqty 20
Ice packsqty 30
Towelsqty 20

Decorations

Balloonsqty 300
Buntingqty 20
Tableclothsqty 12
Start-finish bannersqty 4
Name badgesqty 40

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Disinfectant sprayqty 6
Litter pickersqty 6

Catering

Groceries
- Spa Blauw - 300 bottles
- Sports drink - 120 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Coffee beans - 4 kilos
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 3 kilos
- Stirrers - 300 pieces
- Napkins - 1000 pieces
- Bananas - 250 pieces
- Apples - 250 pieces
- Oranges - 20 kilo
- Grapes - 15 kilos
- Dates - 8 kilos
- Muesli bars - 300 pieces
- Energy gels - 300 pieces
- Raisins - 6 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Peanuts - 5 kilo
- Cheese - 6 kilos
- Ham - 5 kilo
- Chicken breast - 4 kilos
- Hummus - 3 kilos
- Young cheese slices - 4 kilos
- Cucumber - 5 kilo
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Whole wheat bread - 25 loaves
- White rolls - 250 pieces
- Currant buns - 150 pieces
- Butter - 2 kilos
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Ketchup - 3 bottles
- Vegetarian spreads - 3 kilos
- Soup - 30 liters
- Soup vegetables - 8 kilos
- Baguettes - 30 pieces
- Herb butter - 3 kilos
- Pasta - 15 kilo
- Pasta sauce - 18 liters
- Vegetarian meatballs - 8 kilos
- Grated cheese - 4 kilos
- Mixed salad - 15 kilos
- Dressing - 5 liters
- Burger buns - 220 pieces
- Hamburgers - 220 pieces
- Vegetarian burgers - 40 pieces
- Onions - 8 kilo
- Pickles - 4 jars
- Barbecue sauce - 4 bottles
- Garlic sauce - 4 bottles
- Fries - 35 kilos
- Mayonnaise packets - 300 pieces
- Ketchup packets - 300 pieces
- Ice lollies - 250 pieces
- Cake - 6 kilos
- Chocolate - 3 kilos
- Cookies - 8 kilos
- Salt - 1 kilo
- Pepper - 500 grams
- Olive oil - 3 liters
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Trash bags for cups - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 10 packs
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Paper towels - 12 packs
- Bandages - 10 boxes
- Wound gauze - 10 packs
- Sports tape - 12 rolls
- Cold packs - 30 pieces
- Sunscreen - 12 bottles
- Insect spray - 6 bottles
- AA batteries - 40 pieces
- AAA batteries - 40 pieces

Tips

Order race numbers, bib holders, timing chips, shirts and medals as soon as registration closes, then add 5–10% extra for late entries, replacements and volunteers.
For each water station, prepare disposable cups, water jerry cans and coolers, plus a clearly marked place for empty cups and waste bins. Match the number of stations to the route and expected runner flow.
Use route arrows, cones, ribbons and flags together at turns, crossings and confusing sections; keep spare markers with the route team in case of wind or damage.
Provide safety vests, whistles and clipboards for traffic controllers and other volunteers. A simple allocation sheet helps each person know their position, shift and emergency contact.
Keep finish-line supplies separate from route equipment: medals, participant shirts, blankets, tables and the finish arch should be ready before the first runner arrives, not stored in a vehicle still needed on the course.

Frequently asked questions

How many race numbers and medals do I need for a marathon?: Start with one race number and one medal per registered participant, then add 5–10% spare stock. Keep a few extra shirts as well, especially if sizes were collected late.
How much water and how many cups do I need per runner?: Plan at least 2–3 cups per runner at each water station, then add 10–15% for volunteers, spills and hot weather. Size the total water supply by station rather than placing everything at the finish.
When should I order marathon shirts, medals and bibs?: Place custom orders at least 6–8 weeks before race day, or earlier if artwork, participant names or overseas delivery is involved. Confirm final quantities after registration closes, while allowing time for sorting and checking.
What equipment do route volunteers need?: Give each traffic-control point a safety vest, whistle and clipboard, with phones available for communication. Prepare route markers and spare cones at least one day before the event so missing signs can be replaced during the inspection.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.