What to buy for a City Run

A City Run needs more than race numbers and medals. You will need supplies for registration, route marking, volunteer coordination, runner safety, timing, hydration and the finish area. Plan quantities from your participant count, then add a small reserve for damaged signs, missing safety pins and late registrations. The checklist on this page covers the equipment and consumables to buy or bring, including tables, radios, reflective vests, water containers and printing supplies.

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What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 6
Foldable tablesqty 8
Folding chairsqty 40
Coat racksqty 4
Crowd control barriersqty 40

Sports equipment

Bib numbersqty 250
Safety pinsqty 500
Starting ribbonsqty 4
Route arrowsqty 60
Kilometer markersqty 10
Finish ribbon
Medalsqty 250
Stackable cratesqty 20
Coolersqty 8
Water jugsqty 8
Spons tubsqty 6
Stage blocksqty 3
Stopwatchesqty 6
Whistlesqty 15
Reflective vestsqty 25
Course tapeqty 8

Equipment

Walkie-talkiesqty 12
Spare batteriesqty 24
Speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2
Printer
Laptopsqty 2
Portable lightingqty 6

Safety

First aid kitsqty 3
AED
Emergency blanketsqty 20
Disposable glovesqty 200
Safety vestsqty 25
Flashlightsqty 8
Power banksqty 6

Lighting

String lightsqty 4
LED lanternsqty 8

Decorations

Start banner
Finish banner
Sponsor bannersqty 8
Conesqty 30
Balloonsqty 100

Tableware

Reusable cupsqty 300
Reusable platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Bottle openersqty 4
Ice packsqty 30

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries
- Still mineral water - 240 bottles
- Sparkling mineral water - 60 bottles
- Isotonic sports drink - 120 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ice tea - 12 bottles
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Lemon juice - 2 bottles
- Bananas - 250 pieces
- Apples - 200 pieces
- Pears - 100 pieces
- Grapes - 12 kilos
- Oranges - 100 pieces
- Muesli bars - 250 pieces
- Energy bars - 150 pieces
- Currant buns - 150 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Wholegrain rolls - 100 pieces
- Mini wraps - 80 pieces
- Young cheese - 5 kilos
- Hummus - 3 kilos
- Chicken breast topping - 3 kilos
- Cucumber - 30 pieces
- Tomatoes - 8 kilo
- Lettuce - 10 heads
- Unsalted butter - 2 kilos
- Jam - 4 jars
- Peanut butter - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 kilos
- Raisins - 3 kilos
- Rice cakes - 8 packs
- Banana bread - 10 pieces
- Mini muffins - 150 pieces
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan cookies - 6 packs
- Allergen stickers - 2 sheets
- Ice cubes - 30 kilo
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Trash bags for residual waste - 100 pieces
- Plastic trash bags - 50 pieces
- Paper waste bags - 30 pieces
- Dish soap - 4 bottles
- Cleaning spray - 4 bottles
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Rubber cleaning gloves - 6 pairs
- Table runners - 12 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Bread bags - 200 pieces
- Coffee filters - 2 packs
- Tea filters - 2 packs
- Stirrers - 500 pieces
- Wooden skewers - 500 pieces
- Paper carrier bags - 100 pieces
- Chalk markers - 12 pieces
- Waterproof markers - 12 pieces
- Adhesive tape - 8 rolls
- Duct tape - 6 rolls
- Rope - 4 rolls
- Cable ties - 500 pieces

Tips

Prepare one bib number and at least two safety pins per runner, then keep an extra 5–10% of both for replacements and late changes.
For the first hour, allow roughly 500–750 ml of water per participant if runners will have access to water at the start or finish. Use water jugs, coolers and cups or serving containers that match your setup.
Count route arrows and kilometre markers from the route plan before shopping. Add about 10% extra signs and enough course tape to secure every turning point and exposed section.
Give each traffic controller and route volunteer a reflective vest and a whistle. Keep spare batteries with the walkie-talkies, and charge radios and other equipment the day before the run.
Print the participant list, emergency numbers and other race materials at least one day before the event. Bring a printer only if you still need to handle late registrations or on-site changes.

Frequently asked questions

How many safety pins do I need for a City Run?: Plan on two safety pins per participant, so 200 runners require 400 pins. Buy or bring an additional 5–10% as a reserve for lost or faulty pins.
How much water should I buy for a City Run?: For the first hour, allow about 500–750 ml per participant when water is available at the start or finish. For 200 runners, that means roughly 100–150 litres, adjusted for weather, distance and additional water stations.
How many reflective vests and whistles are needed?: Provide one reflective vest and one whistle for every traffic controller and route volunteer working outside the start and finish area. Confirm the final volunteer count no later than one week before the run so you can order missing safety gear.
When should City Run supplies be prepared?: Sort bib numbers, assemble volunteer packs and check the radios, speaker, microphone and charging stations at least one day before the event. Put route signs, barriers and finish-line equipment together after the final route check, ideally 24 hours before the start.

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