Charity run shopping list

A charity run needs more than race numbers and medals. You will need supplies for registration, route marking, traffic control, hydration, refreshments and the finish line, with quantities based on your participant count. Buy disposable items early, especially cups, safety pins and snacks, and check equipment before race day. This shopping list brings the practical details together so volunteers can set up the route and support runners without last-minute supermarket trips.

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What to bring

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

Furniture

Party tentqty 3
Tablesqty 8
Chairsqty 40
High tablesqty 4
Folding tableqty 2

Equipment

Sound system
Wireless microphoneqty 2
Extension cordqty 4
Power stripqty 4
Megaphoneqty 2
Cool boxqty 6

Sports equipment

Bib numberqty 150
Safety pinsqty 300
Finish ribbonqty 2
Medalqty 150
Disposable cupsqty 500
Water jerrycanqty 8
Route markerqty 40
Route signqty 30
Barrier tapeqty 10
Traffic coneqty 20
Vestqty 20
Stop signqty 8
Start arch
Finish arch
Stopwatchqty 4
Clipboardqty 8
Ballpoint penqty 30
First aid kitqty 2
Ice packqty 20
Disposable glovesqty 2
Emergency blanketqty 10

Decorations

Bannerqty 6
Sponsor posterqty 20
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 8
Arrow signqty 12

Tableware

Reusable cupsqty 250
Platesqty 200
Cutlery setsqty 200
Coffee potsqty 4
Teapotsqty 2

Kitchen

Thermosqty 6
Cutting boardqty 4
Kitchen knifeqty 4
Serving tongsqty 6
Soup ladleqty 2
Measuring cupqty 2
Frying panqty 2

Cleaning

Waste binqty 8
Dustpan and brushqty 3
Broomqty 3
Mopqty 3
Bucketqty 3
Dishpanqty 3
Trash bag holderqty 6

Catering

Groceries
- Still water - 120 liters
- Sparkling water - 48 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Orange lemonade - 18 liter
- Apple juice - 12 liters
- Beer - 120 cans
- Alcohol-free beer - 48 cans
- Coffee - 3 kilograms
- Tea bags - 200 pieces
- Sugar - 2 kilograms
- Milk - 12 liters
- Plant-based milk - 4 liters
- Lemon - 2 kilogram
- Ice cubes - 20 kilograms
- Bananas - 15 kilograms
- Apples - 15 kilogram
- Oranges - 10 kilograms
- Grapes - 8 kilograms
- Muesli bars - 200 pieces
- Currant buns - 150 pieces
- Whole wheat bread - 12 loaves
- White rolls - 150 pieces
- Wholegrain rolls - 100 pieces
- Cheese - 5 kilo
- Ham - 4 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Jam - 3 jars
- Peanut butter - 3 jars
- Butter - 2 kilograms
- Cucumber - 8 pieces
- Tomatoes - 5 kilograms
- Lettuce - 6 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salsa - 8 jars
- Mixed nuts - 4 kilograms
- Gluten-free rolls - 20 pieces
- Vegan toppings - 2 kilogram
- Vegan cookies - 6 packs
- Gluten-free cookies - 4 packs
- Cookies - 12 packs
- Brownies - 150 pieces
- Cupcakes - 150 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Olive oil - 2 liters
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 500 pieces
- Paper plates - 250 pieces
- Wooden cutlery sets - 250 sets
- Stirrers - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Cleaning sponges - 12 pieces
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs
- Bandages - 4 boxes
- Sterile gauze pads - 4 packs
- Bandages - 8 rolls
- Sports tape - 6 rolls
- Disposable gloves - 4 boxes
- Safety pins - 4 boxes
- Cash for change - 300 euro
- Receipt rolls - 4 rolls
- Labels - 300 pieces
- Waterproof markers - 12 pieces

Tips

Count one bib number and at least two safety pins per participant, then add 5–10% extra for replacements, late registrations and damaged numbers.
Plan water for the full route and finish area: allow roughly 500–750 ml per runner, plus disposable cups and at least one water jerrycan for each separate refreshment point.
Order medals, finish ribbons and snacks only after registrations close, then add about 10% extra so volunteers and late finishers are covered.
Buy route markers, signs, barrier tape, traffic cones and high-visibility vests early enough to check the entire course. Prepare a separate set for every junction where traffic marshals are stationed.
Test the sound system, wireless microphone, megaphone, extension cord and power strip at least 2 days before the run. Pack the first aid kit and ice packs where the finish team can reach them immediately.

Frequently asked questions

What do I need to buy for a charity run?: Plan for bib numbers, safety pins, medals or finish ribbons, water, cups, snacks, route markers, signs, barrier tape and traffic-control equipment. You may also need a first aid kit, ice packs, a megaphone or sound system, and basic tables and shelter for registration and refreshments.
How much water do I need for a charity run?: Use about 500–750 ml per runner as a starting point, then add extra for warm weather and volunteers. Split the supply between the route and finish area, and arrange enough cups and water jerrycans for each service point.
How many spare bib numbers and safety pins should I buy?: Buy one bib number per registered runner and add 5–10% spares. Allow at least two safety pins per bib, plus another 10% for lost or broken pins.
When should I buy supplies for a charity run?: Buy reusable equipment and route-safety supplies at least 1–2 weeks before the event so you can test and sort them. Purchase final quantities of snacks, drinks and participant items after registration closes, ideally 3–5 days before race day.

Start this plan in Lizzt

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