What to Buy for a Charity Run

A charity run needs more than bib numbers and medals. You will need supplies for registration, route marking, traffic control, first aid, refreshments and the finish area. Plan quantities from your confirmed participant count, then add a small buffer for damaged items, late registrations and volunteers. Buy or collect disposable supplies close to event day, while ordering printed bibs, medals and finish ribbons several weeks in advance.

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What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 24
High tablesqty 4
Waste binsqty 8

Sports equipment

Start and finish arch
Traffic conesqty 80
Route arrowsqty 40
Crowd control barriersqty 12
Disposable cupsqty 500
Bib numbersqty 350
Safety pinsqty 800
Finish ribbonsqty 350
Participant medalsqty 350
Stopwatchesqty 6
Clipboardsqty 10
High-visibility vestsqty 30
Traffic flagsqty 12
Flashlightsqty 8

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 8
Mobile phonesqty 6
Megaphoneqty 2
Camera

Tableware

Reusable cupsqty 150
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Thermos flasksqty 8

Kitchen

Coolersqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Serving jugsqty 8
Coolersqty 4

Decorations

Charity bannersqty 6
Balloon archesqty 2
Tableclothsqty 8
Directional signsqty 20
Information boardsqty 8

Lighting

LED light garlandsqty 6
Battery lanternsqty 10

Cleaning

Broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning spongesqty 12

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Alcohol-free beer - 48 cans
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon tea - 2 boxes
- Herbal tea - 2 boxes
- Apples - 12 kilograms
- Bananas - 10 kilograms
- Mandarins - 8 kilograms
- Grapes - 6 kilograms
- Muesli bars - 400 pieces
- Currant buns - 200 pieces
- Whole wheat bread - 12 loaves
- White rolls - 180 pieces
- Multigrain rolls - 120 pieces
- Young cheese - 6 kilograms
- Chicken breast slices - 4 kilograms
- Hummus - 3 kilograms
- Cucumber - 8 pieces
- Tomatoes - 5 kilograms
- Lettuce - 6 heads
- Butter - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Wholegrain biscuits - 10 packs
- Brownies - 200 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Olive oil - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- Cleaning wipes - 4 packs
- All-purpose cleaner - 4 bottles
- Disinfectant - 3 bottles
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Ice cubes - 30 kilograms
- Paper drinking straws - 300 pieces
- Disposable gloves - 4 boxes
- Bandages - 4 boxes
- Sports tape - 12 rolls
- Cold packs - 20 pieces
- Sunscreen - 8 bottles
- Rain ponchos - 100 pieces
- Cash for change - 300 euro

Tips

Prepare one bib number and at least two safety pins per participant, plus 5–10% extra for replacements and late registrations. Keep the numbers sorted in registration order on clipboards.
For refreshments, allow two disposable or reusable cups per participant if you are serving water at both the start and finish. Add separate cups for volunteers and first-aid staff rather than taking them from the runner supply.
Mark the route before runners arrive: count one arrow or marker for every change of direction, then bring 10–15% extra. Pack traffic cones, barriers, flags and high-visibility vests together so volunteers can deploy them quickly.
Set aside one high-visibility vest and one mobile phone for each traffic controller, with at least one power bank per two phones. Charge stopwatches, megaphones, microphones and other battery-powered equipment the day before.
For the finish area, prepare one medal and one finish ribbon per registered runner, plus 5% spare. Collect party tents, folding tables, chairs, waste bins and extension cords at least one day before the run so missing equipment can still be replaced.

Frequently asked questions

How many cups do I need for a charity run?: Plan for two cups per participant when water is served at both the start and finish. Add 10% extra, then include separate cups for volunteers and medical staff.
How many safety pins should I buy for a charity run?: Allow two safety pins per bib number, so a field of 100 runners needs at least 200 pins. Buy 5–10% extra to cover lost or damaged pins.
When should I order charity run bibs and medals?: Order bib numbers, medals and finish ribbons at least 3–4 weeks before the event. This leaves time to confirm the final participant list and correct printing errors.
What should I bring for route and traffic control?: Bring route arrows, traffic cones, barriers, traffic flags and one high-visibility vest per controller. Pack the equipment at least one day ahead and check the route again on event morning.

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