What you need for a charity run

A charity run needs more than race numbers and medals. You will need clearly marked routes, visible volunteers, a working registration point, refreshments and equipment for timing, communication and donations. This shopping list covers the practical items to buy, borrow or bring for the event. Use your expected runner count to scale race bibs, cups, snacks and medals, then check power and weather protection at least one week before race day.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 40
Beer tablesqty 6
Registration desk
Coat rack

Sports equipment

Bib numbersqty 180
Race bib strapsqty 180
Medalsqty 180
Route arrowsqty 35
Traffic conesqty 30
Crowd control barriersqty 12
Barrier tapeqty 6
Safety vestsqty 25
Stopwatchesqty 6
Clipboardsqty 10
Pensqty 30
Prizesqty 12

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Coolersqty 6
Speaker standsqty 2
Cash register
Donation boxesqty 4
Hand tally countersqty 4
Walkie-talkiesqty 8

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Thermos flasksqty 8
Pitchersqty 8

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Bread knivesqty 3
Ice packsqty 20

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Flashlightsqty 6
Fire extinguishersqty 2

Decorations

Sponsor postersqty 20
Flagsqty 12
Balloonsqty 100
Start and finish arch
Tableclothsqty 10
Sidewalk chalkqty 12

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 4
Broomsqty 4
Trash binsqty 4

Lighting

LED lampsqty 8
String lightsqty 6

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon tea - 2 boxes
- Ice cubes - 20 bags
- Sandwich rolls - 250 pieces
- Whole wheat bread - 10 loaves
- Slices of cheese - 6 kilos
- Back ham - 4 kilos
- Hummus - 12 tubs
- Peanut butter - 4 jars
- Jam - 4 jars
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Lettuce - 12 heads
- Bell peppers - 5 kilos
- Carrots - 5 kilos
- Apples - 250 pieces
- Bananas - 180 pieces
- Grapes - 12 kilos
- Oranges - 100 pieces
- Muesli bars - 250 pieces
- Raisins - 6 kilo
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snacks - 8 bags
- Popcorn - 6 bags
- Cookies - 12 packs
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Olives - 6 jars
- Pickles - 6 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Herb mix - 2 jars
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Bread bags - 300 pieces
- Coffee filters - 2 packs
- Tea filters - 2 boxes
- Stirrers - 300 pieces
- Sugar sachets - 500 pieces
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Gloves - 200 pieces
- Fever-reducing pain relievers - 1 box
- Bandages - 3 boxes
- Gauze compresses - 3 boxes
- Bandages - 6 rolls
- Disinfectant - 3 bottles
- Bandages - 3 boxes
- Wristbands - 250 pieces
- Safety pins - 300 pieces
- Printer paper - 2 packs
- Waterproof markers - 12 pieces
- Tape - 12 rolls
- Rope - 4 rolls
- Cable ties - 300 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Prepare one race bib and strap per registered runner, plus at least 5% spare bibs for late registrations, damaged numbers or replacements.
Provide one visible safety vest for every route marshal and volunteer working near traffic. Add extra vests for the start area and finish line rather than sharing them between shifts.
For refreshments, plan two reusable cups per runner if you are collecting and washing them during the event. Fill coolers before participants arrive so volunteers are not leaving their posts.
Pack route arrows, traffic cones, barrier tape and crowd-control barriers together by route section. Keep one spare bundle at the registration desk for signs that move or become hard to see.
Test the portable sound system, wireless microphones, stopwatches and walkie-talkies 24 hours before the run. Bring power banks, extension cords and power strips so registration and announcements do not depend on one outlet.

Frequently asked questions

How many race bibs and medals do I need for a charity run?: Prepare one bib, strap and medal for every confirmed runner. Add at least 5% extra bibs and straps; order spare medals only if late registrations or all finishers must receive one.
How much drinking equipment do I need for a charity run?: Plan for two reusable cups per runner when cups are collected and reused during the event. Use enough coolers to keep the full first supply cold, and refill them before they are empty rather than waiting until the finish area is busy.
When should I buy charity run supplies?: Buy or reserve race numbers, medals, safety vests, route signs and barriers at least 2–3 weeks before race day. Complete the remaining shopping, including snacks, pens and refreshments, 2–3 days beforehand.
What equipment is needed at the charity run registration desk?: Set up a registration desk with the start list, bib numbers, race bib straps, clipboards and at least two pens per registration volunteer. Add a cash register, donation boxes and hand tally counters if you are accepting donations or tracking arrivals on site.

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