What you need for a club championship

A club championship needs more than medals and race numbers. You will need clearly separated registration, judging and refreshment areas, plus equipment for timing, round control and course safety. Check quantities against the number of participants, starter groups and volunteers before ordering. Build in spares for items that can fail on the day, especially stopwatches, bike repair equipment, cups and printed numbers.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Registration desk
Judges' table
High tablesqty 6
Waste binsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 80
Coffee cupsqty 80
Serving spoonsqty 12

Sports equipment

Bib numbersqty 150
Bib holdersqty 150
Round board
Round countersqty 4
Stopwatchesqty 6
Clipboardsqty 10
Spare bike pumpsqty 3
Tire leversqty 6
Spare inner tubesqty 20
Traffic conesqty 30
Barrier tapeqty 10
Race barriersqty 20
Conesqty 40
Flagsqty 20
Whistlesqty 12
Reflective vestsqty 20
Timing clock
Finish line bell
Tents for materialsqty 2
Trophiesqty 12
Medalsqty 36
Certificatesqty 36
Start and finish arch
First aid kitsqty 2
Disposable glovesqty 2

Equipment

Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Laptop
Printer
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2

Decorations

Club flagsqty 12
Bannersqty 6
Balloonsqty 100
Tableclothsqty 12
Wayfinding signsqty 12
Directional signsqty 20

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving spoonsqty 12
Bread knivesqty 3
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Mopqty 2
Bucketsqty 3
Broomsqty 3
Hand broomsqty 3
Cleaning clothsqty 20
Dish brushesqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 3 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Isotonic sports drink - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 kilograms
- Herbal tea - 2 boxes
- Stir sticks - 200 pieces
- Paper napkins - 500 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Rolls - 120 pieces
- Mini croissants - 80 pieces
- Unsalted butter - 2 kilograms
- Mild matured cheese - 3 kilogram
- Brie - 1 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Vegetarian spread - 12 tubs
- Hummus - 12 tubs
- Jam - 4 jars
- Chocolate sprinkles - 3 packs
- Peanut butter - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 4 kilogram
- Bell peppers - 3 kilograms
- Lettuce - 8 heads
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 100 pieces
- Bananas - 100 pieces
- Oranges - 60 pieces
- Muesli bars - 150 pieces
- Energy gels - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 kilogram
- Cheese cubes - 3 kilograms
- Olives - 2 kilograms
- Pickles - 3 jars
- Cherry tomatoes - 3 kilograms
- Mini cucumbers - 3 kilogram
- Wraps - 100 pieces
- Chicken breast - 5 kilograms
- Vegetarian burgers - 40 pieces
- Burger buns - 100 pieces
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Mixed salad - 6 kilograms
- Baconnaise - 2 kilogram
- Herb butter - 2 kilograms
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Salt - 1 kilogram
- Pepper - 500 grams
- Olive oil - 2 liters
- Baking spray - 2 cans
- Mayonnaise-free dressing - 3 bottles
- Apple pie - 6 pies
- Brownies - 120 pieces
- Cookies - 10 packs
- Sugar-free cookies - 4 packs
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Sponges - 12 pieces
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls

Tips

Prepare one bib number and holder per participant, then print at least 5% extra for late changes, damaged numbers or replacements. Keep the spare numbers at the registration desk.
Allow one stopwatch and clipboard for each timing or judging station, with at least two spare stopwatches available if the championship has several rounds or starter groups.
For a course with road crossings or hazardous sections, place cones and barrier tape before participants arrive and provide one reflective vest and whistle for every traffic controller.
Plan refreshments by service point rather than buying one mixed quantity. For a first-hour serving, allow roughly 2–3 drinks per person, then add reusable cups, plates and cutlery for the expected food service.
Separate event furniture by function: registration needs its own desk, judges need a table, and volunteers need a briefing or waiting area. Add at least one spare table and 10% extra chairs when the final headcount may change.

Frequently asked questions

What do I need for a club championship?: Prepare race numbers and holders, timing equipment, clipboards, round boards and counters, course markers, barriers, flags, whistles and reflective vests. You will also need registration and judging furniture, waste bins, reusable cups and serving tableware.
How many race numbers should I order?: Order one number per registered participant plus at least 5% spare numbers. For 100 participants, that means 105 numbers, with matching holders for the same quantity.
How much drinkware do I need for a club championship?: Plan for 2–3 drinks per person during the first hour and provide a reusable cup for each expected user at the serving point. Add around 10% extra cups, plates and cutlery if volunteers and judges will eat or drink separately.
How many traffic cones and volunteers are needed?: The number of cones depends on every hazard, turn and access point on the route, so mark the course during inspection and count each position. Provide one reflective vest and whistle for each traffic controller, plus at least two spare sets.

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