What to Buy for a Christmas Run

A Christmas run needs more than bib numbers and medals. You will also need drinks, hot coffee and tea, route-marking supplies, lighting, power equipment and safety items for an early or winter start. Buy or collect the items in this plan early, especially medals, bibs, thermal labels and reflective vests. Use the registration numbers to calculate catering, then chill drinks and prepare the hot-drinks station on event day.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Coat racksqty 2
Waste binsqty 8

Equipment

Time registration system
Laptopsqty 2
Mobile phonesqty 6
Walkie-talkiesqty 12
Extension cordsqty 6
Power stripsqty 6
Kettlesqty 3
Coolersqty 6

Lighting

String lightsqty 8
Work lightsqty 6
Battery lanternsqty 8

Sports equipment

Route conesqty 80
Barrier tapeqty 12
Bib numbersqty 350
Safety pinsqty 700
Medal ribbonsqty 320
Finish medalsqty 320
Stopwatchesqty 4
Whistlesqty 12
Reflective vestsqty 20
Thermal labelsqty 20
First aid kitsqty 3
Flashlightsqty 10

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas flagsqty 12
Start and finish bannerqty 2
Tableclothsqty 10

Tableware

Reusable cupsqty 400
Reusable platesqty 350
Cutlery setsqty 350
Serving spoonsqty 12

Kitchen

Thermos flasksqty 8
Pouring jugsqty 8
Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 12
Pliersqty 8

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Milk - 20 liters
- Oat milk - 6 liters
- Hot chocolate - 20 liters
- Whipped cream - 12 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Alcohol-free beer - 6 crates
- Sports drink - 12 bottles
- Isotonic drink - 20 liters
- Bananas - 8 kilos
- Apples - 8 kilos
- Mandarins - 6 kilos
- Muesli bars - 350 pieces
- Raisin buns - 350 pieces
- Gingerbread - 12 packs
- Raisins - 4 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snacks - 8 bags
- Mixed nuts - 4 kilos
- Cookies - 12 packs
- Mini sausages - 6 kilo
- Vegetarian snacks - 4 kilos
- Puff pastry snacks - 500 pieces
- Baguettes - 20 pieces
- Herb butter - 20 tubs
- Hummus - 20 containers
- Ketchup - 4 bottles
- Mustard - 4 bottles
- Mayonnaise - 4 bottles
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Cleaning wipes - 6 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls

Tips

Plan two to three drinks per participant for the first hour, then add extra water for volunteers and traffic controllers. Chill the drinks before the start and keep a separate supply at the finish area.
Buy one bib number and at least four safety pins per participant, plus around 10% spare bibs and pins for last-minute registrations or damaged numbers. Sort the bibs in participant order before the event.
Allow one finish medal and one medal ribbon for every registered runner, with at least 5% extra. Check the medal package when it arrives rather than discovering missing pieces during setup.
For a dark route, use route cones and barrier tape at every change of direction, and provide reflective vests and flashlights for each route or traffic-control volunteer. Test the lighting, extension cords and power strips before race day.
Prepare one clearly labelled first aid kit at the start/finish area and another for route staff if the course is spread out. Keep stopwatches, whistles, mobile phones and walkie-talkies charged and together in a marked equipment box.

Frequently asked questions

What food and drinks do I need for a Christmas run?: Plan two to three drinks per runner for the first hour, plus one extra drink per volunteer or traffic controller. For hot drinks, calculate one cup of coffee or tea per person who is likely to stay at the finish, and add about 10% spare.
How many medals and bib numbers should I buy?: Buy one finish medal and one ribbon per registered runner, with 5% extra for replacements. Prepare one bib number and four safety pins per participant, plus approximately 10% spare numbers and pins.
What lighting do I need for a winter Christmas run?: Use string lights or work lights for the start and finish, battery lanterns for tables and flashlights for route staff. Test every light, extension cord and power strip at least one day before the run.
When should I buy supplies for a Christmas run?: Order medals, bib numbers, thermal labels, reflective vests and other specialist supplies at least 3 to 4 weeks in advance. Buy chilled drinks and other fresh catering items 1 to 2 days before the event, then prepare the coffee and tea station on the day.

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