City marathon shopping list

A city marathon needs more than race numbers and medals. You will need supplies for registration, the route, water stations, traffic control, timing and the finish area. Plan quantities from your registered runner count, then add a small reserve for damaged bibs, extra cups and late changes. The list below covers the equipment and event supplies to buy or bring, including items that are easy to arrange too late.

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What to bring

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

Furniture

Party tentsqty 6
Folding tablesqty 24
Folding chairsqty 40
Bar stoolsqty 12
Waste binsqty 24
Clothes racksqty 4

Sports equipment

Bib numbersqty 1200
Race bib strapsqty 1200
Finish medalsqty 1200
Disposable cupsqty 10000
Water bottlesqty 1200
Spongesqty 1500
Coolersqty 18
Water jerry cansqty 30
Foldable cratesqty 40
Finish arch
Timing matsqty 4
Barcode scannersqty 6
Route arrowsqty 80
Kilometer markersqty 43
Warning signsqty 30
Traffic conesqty 120
Crowd barriersqty 180
Barrier tapeqty 20
Starter pistol
Stopwatchesqty 12
Route mapsqty 50
Clipboardsqty 20
Pensqty 100
Walkie-talkiesqty 20
Power banksqty 12
Flashlightsqty 20
Umbrellasqty 10
Blanketsqty 30
First aid kitsqty 6
Emergency blanketsqty 100
Nitrile glovesqty 500
Wayfinding arrowsqty 60

Equipment

Laptopsqty 6
Tabletsqty 8
Printersqty 3
Extension cordsqty 12
Power stripsqty 12
Mobile chargersqty 12
Portable speakersqty 2
Microphonesqty 2
Megaphonesqty 4
Flashlightsqty 12

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 80

Tableware

Reusable drinking cupsqty 600
Platesqty 500
Cutlery setsqty 500
Coffee cupsqty 150
Pouring jugsqty 30
Serving traysqty 12

Kitchen

Thermos flasksqty 12
Kettlesqty 4
Refrigeratorsqty 4
Cutting boardsqty 8
Chef's knivesqty 8
Pliersqty 12
Serving spoonsqty 12
Ice packsqty 60

Decorations

Start line ribbonsqty 2
Stage drapesqty 4
Sponsor bannersqty 20
Flagsqty 30
Conesqty 40

Cleaning

Broom setsqty 6
Litter pickersqty 8
Bucketsqty 8
Mopsqty 8
Spongesqty 20
Reusable clothsqty 30
Hand soap dispensersqty 12
Hand sanitizer pumpsqty 12
Paper dispensersqty 12

Catering

Groceries
- Still water - 1200 liters
- Sparkling water - 300 liters
- Lemon sports drink - 500 liters
- Orange sports drink - 300 liters
- Cola - 120 liters
- Cola Zero - 120 liters
- Orange juice - 80 liters
- Apple juice - 60 liters
- Coffee beans - 12 kilos
- Tea bags - 500 pieces
- Black tea - 200 bags
- Green tea - 150 bags
- Mint tea - 100 bags
- Cocoa powder - 2 kilos
- Semi-skimmed milk - 50 liters
- Oat milk - 20 liters
- Sugar - 8 kilos
- Sugar substitutes - 500 pieces
- Bananas - 1200 pieces
- Apples - 800 pieces
- Oranges - 600 pieces
- Dates - 20 kilos
- Raisins - 15 kilos
- Muesli bars - 1500 pieces
- Energy gels - 1500 pieces
- Salted crackers - 20 packs
- Currant buns - 1200 pieces
- Whole wheat bread - 40 loaves
- White rolls - 500 pieces
- Multigrain rolls - 500 pieces
- Young cheese - 15 kilos
- Turkey breast - 10 kilos
- Hummus - 8 kilos
- Peanut butter - 6 kilos
- Jam - 6 kilos
- Butter - 5 kilo
- Tomatoes - 12 kilos
- Cucumbers - 10 kilos
- Lettuce - 8 heads
- Chicken soup - 30 liters
- Vegetable soup - 30 liters
- Vegetarian wraps - 500 pieces
- Chicken wraps - 500 pieces
- Pasta salad - 40 kilos
- Green salad - 25 kilos
- Cherry tomatoes - 10 kilos
- Corn - 8 kilos
- Cucumber - 8 kilos
- Feta - 5 kilos
- Olives - 4 kilos
- Olive oil - 5 liters
- Balsamic vinegar - 3 liters
- Mayonnaise - 5 liter
- Ketchup - 5 liter
- Mustard - 3 liters
- Salt - 2 kilos
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Garlic powder - 300 grams
- Spice mix - 500 grams
- Paprika chips - 15 kilo
- Plain chips - 15 kilos
- Nut mix - 10 kilos
- Popcorn - 8 kilos
- Cookies - 12 kilos
- Brownies - 800 pieces
- Ice cubes - 150 kilos
- Napkins - 5000 pieces
- Paper towels - 40 rolls
- Paper towels - 30 rolls
- Toilet paper - 120 rolls
- Trash bags - 300 pcs
- Compostable bags - 100 pieces
- Dish soap - 10 liters
- All-purpose cleaner - 10 liters
- Disinfectant - 5 liters
- Hand sanitizer - 20 liters
- Liquid hand soap - 15 liters
- Bandages - 20 boxes
- Gauze compresses - 20 packs
- Elastic bandages - 30 pieces
- Cooling gel - 30 bags
- Disposable gloves - 500 pieces
- Tape - 20 rolls
- Cable ties - 500 pieces
- Duct tape - 12 rolls
- Markers - 40 pieces
- Labels - 1000 pieces
- Paper wristbands - 1500 pieces

Tips

Order race bibs and bib straps as soon as registration closes, then keep at least 2–5% extra for replacements and late corrections. Check every bib number before packing them for distribution.
For each water station, prepare separate supplies for water, cups, sponges, coolers and water jerry cans. Pack one clearly labelled crate per station so volunteers are not sorting equipment during the race.
Put route arrows and kilometre markers in numbered bundles matching the route map. A route check before race day should confirm every sign, warning sign, cone and barrier is accounted for.
Keep timing mats, barcode scanners, stopwatches and walkie-talkies together in a controlled handover area. Test batteries, charging and radio communication at least one day before the start.
Pack the finish area separately: finish arch, medals, tables, chairs, waste bins, tents and clipboards should be ready before runners arrive. Add pens, route maps and volunteer instructions to each coordinator’s kit.

Frequently asked questions

How many race bibs should I order for a city marathon?: Order one bib for every registered runner and add 2–5% spare bibs. The extras cover printing errors, lost numbers and last-minute registration changes.
How much water station equipment do I need?: Count the planned water stations first, then prepare a separate set of cups, water bottles, coolers, sponges and jerry cans for each station. Add at least one spare supply crate for the full route.
When should I order marathon medals and race numbers?: Order both at least 6–8 weeks before race day, especially if the medal design or bib numbering is custom. Confirm the final runner count before sending the production order.
What supplies are needed for marathon route control?: Prepare route arrows, kilometre markers, warning signs, traffic cones, crowd barriers and barrier tape for every control point. Pack and label them after the route check, ideally 1–2 days before setup.

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