What you need for a beach race

A beach race needs more than race numbers and a start arch. You need clear course markers that stay visible on sand, a working registration point, bike support and enough power for timing and announcements. Bring practical spares as well: pumps, tools, inner tubes, helmets and backup phones can prevent small problems from stopping the event. This list also covers the equipment for the start and finish area, volunteers, refreshments and weather changes.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 30
Registration desk
Bar matsqty 2
Waste binsqty 8

Sports equipment

Start and finish arch
Conesqty 40
Ribbonsqty 12
Course signsqty 20
Direction arrowsqty 30
Bib numbersqty 150
Race numbersqty 150
Spare bicyclesqty 2
Bike pumpsqty 3
Bicycle standsqty 4
Basic tool kitsqty 3
Inner tubesqty 12
Bike helmetsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4
Stopwatchesqty 6
Laptopsqty 2
Mobile phonesqty 6
Power banksqty 6

Lighting

Work lightsqty 4
String lightsqty 4

Tableware

Reusable drinking cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 4
Knivesqty 6
Tongs and serving spoonsqty 12
Ice packsqty 30

Decorations

Buntingqty 8
Stage drapesqty 2
Prize tableclothsqty 3

Cleaning

Hand brushes and dustpanqty 3
Mopsqty 3
Bucketsqty 4
First aid kitsqty 2
Flashlightsqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 3 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Stir sticks - 250 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 60 bottles
- Sparkling mineral water - 24 bottles
- Sports drink - 36 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 bags
- Lemons - 3 kilos
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Tea towels - 12 pieces
- Tablecloths - 10 pieces
- Sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Kaiser rolls - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast topping - 2 kilos
- Hummus - 2 kilos
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Apples - 12 kilos
- Bananas - 10 kilo
- Grapes - 6 kilos
- Muesli bars - 180 pieces
- Energy gels - 100 pieces
- Raisins - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Pepper - 1 grinder
- Salt - 1 kilo
- Paper bread bags - 200 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Plastic gloves - 200 pieces
- Coffee filters - 2 packs
- Firelighters - 2 boxes
- Cool bags - 20 pieces
- Bandages - 3 boxes
- Sterile gauze pads - 4 boxes
- Bandages - 6 rolls
- Disinfectant spray - 3 bottles
- Wound cleansing wipes - 3 packs
- Disposable gloves - 4 boxes
- Sunscreen - 8 bottles
- Mosquito repellent - 4 sprays
- Highlighters - 2 boxes
- Ballpoint pens - 3 boxes
- Printer paper - 2 packs

Tips

Prepare one registration setup with a desk, laptop, race numbers, mobile phone and power bank. Pack at least 10% extra race numbers and pens so late changes do not hold up the start.
Mark every turn with cones, course signs, direction arrows and ribbons, then bring spare markers. Sand, wind and crowds can move or hide signs, so check the course shortly before participants arrive.
Set up a small bike-support point with a pump, basic tool kit, inner tubes, spare bicycles, bicycle stands and helmets. Keep the tools and tubes together rather than leaving them at separate parts of the course.
Test the stopwatch, wireless microphones, speakers, mixer, extension cords and power strips before race day. Bring power banks for phones and use work lights if registration or pack-down continues after daylight.
Count tables, folding chairs, waste bins and coolers against the number of volunteers and participants, not just the expected finishers. Add party tents and string lights where people need shelter or visibility at the start and finish.

Frequently asked questions

What should I buy for a beach race?: Plan for course markers, race numbers, a start and finish arch, timing equipment, registration supplies, bike tools, inner tubes, helmets, communication equipment and waste bins. The full list also includes tents, tables, chairs, coolers and lighting for the event area.
How many spare race numbers do I need?: Prepare at least 10% more race numbers than registered participants, rounded up to a whole number. This covers damaged numbers, late corrections and replacements without reprinting during registration.
How many bike pumps and tool kits are needed for a beach race?: Use at least one pump and one basic tool kit at the bike-support point, with spare inner tubes ready. For a course with more than 100 participants or several support locations, place one complete set at each location.
When should I test the race clocks and sound equipment?: Test stopwatches, microphones, speakers, the mixer and power connections at least one day before the race. Repeat a short sound and timing check 60 minutes before the first start, when there is still time to replace batteries or cables.

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.