What to buy for a charity run

A charity run needs more than race numbers and bottled water. You will need supplies for registration, route marking, volunteer coordination, runner safety, refreshments and the finish area. Use the quantities below as a starting point and adjust them to your participant count, route length and volunteer team. Order printed materials, barriers and sound equipment early, because replacements are difficult to arrange during race week.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 30
Registration desk
Foldable tablesqty 2

Sports equipment

Bib numbersqty 250
Start number bandsqty 250
Route arrowsqty 40
Kilometer markersqty 10
Conesqty 30
Water cupsqty 700
Stopwatchesqty 4
Clipboardsqty 8
Whistlesqty 10
Reflective vestsqty 20
Crowd barriersqty 20

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 120
Coffee cupsqty 80
Thermos flasksqty 6

Catering

Coolersqty 6
Water jugsqty 8
Serving plattersqty 10
Serving utensilsqty 12
Tableclothsqty 8
Groceries
- Spa Blauw - 300 bottles
- Sports drink - 120 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling water - 8 bottles
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon tea - 2 boxes
- Ice cubes - 20 bags
- Bananas - 120 pieces
- Apples - 120 pieces
- Oranges - 80 pieces
- Grapes - 12 trays
- Muesli bars - 250 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Wholemeal rolls - 100 pieces
- Sliced cheese - 4 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 2 kilos
- Cucumbers - 20 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Cookies - 10 packs
- Gluten-free crackers - 6 packs
- Vegan cookies - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Bread bags - 200 pieces
- Stirrers - 500 pieces
- Teaspoons - 200 pieces
- Disposable napkins - 500 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 10 bottles
- Toilet paper - 24 rolls
- Trash bags - 150 pieces
- Paper tissues - 30 packs
- Bandages - 10 boxes
- Sports tape - 12 rolls
- Wound gauze - 20 pieces
- Disinfectant wipes - 10 packs
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Coffee filters - 2 packs

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6

First aid

First aid kitsqty 3
Ice packsqty 12
Emergency blanketsqty 10
Disposable glovesqty 100

Decorations

Sponsor bannersqty 12
Start/finish arch
Flagsqty 20
Bannersqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 10
Litter pickersqty 4
Bucketsqty 4
Washing-up tubsqty 3
Spongesqty 8
Tea towelsqty 12

Other

Cash box
Money counting machine
Pensqty 30
Waterproof markersqty 12
Rolls of tapeqty 8
Cable tiesqty 200
Scissor setsqty 6
Route mapsqty 100
Volunteer vestsqty 25

Tips

Prepare one bib number and one start number band per registered runner, plus at least 10% extra for late registrations or damaged items. Sort the numbers before race day so registration volunteers are not searching at the desk.
Place one route arrow at every turn and add a kilometre marker at each kilometre. Walk or cycle the route within 48 hours of the run to replace missing signs and check that cones and barriers are still visible.
Plan two to three cups of water per runner at each water point, with extra for warm weather. Keep spare water jugs and coolers at the start and finish rather than relying on a single supply point.
Give each course volunteer a clipboard, printed instructions and a whistle; use one reflective vest per marshal. Pack these in labelled bags by location so the team can collect them quickly at the briefing.
Test the mobile sound system, wireless microphones, extension cords and power strips at least one day before the event. Keep the registration desk separate from the speaker area so announcements do not interrupt check-in.

Frequently asked questions

How many bib numbers do I need for a charity run?: Prepare one bib number per registered participant and print at least 10% extra. For 200 runners, that means 220 numbers, allowing for late entries, printing errors and replacements.
How much water should I buy for a charity run?: Allow two to three cups per runner at every water station, then add 15% for warm weather and volunteers. For 200 runners at one station, plan for roughly 460 to 690 cups before the weather adjustment.
When should I order charity run signs and route markers?: Order bib numbers, kilometre markers and route arrows at least two weeks before the run. Check the full route 48 hours beforehand and keep spare arrows and cones ready for last-minute changes.
What do I need for charity run registration?: Set up one registration desk for every 100 to 150 runners expected during the busiest hour. Bring sorted bib numbers, start number bands, clipboards, printed participant information and enough pens for each volunteer plus two spares.

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