Company marathon shopping list

A company marathon needs more than race numbers and water. You need supplies for registration, route marking, timing, the start and finish area, volunteer communication and food afterwards. Use the quantities in your participant list to scale drinks, cups, plates and medals, then add a small reserve for late registrations and damaged items. This checklist focuses on what to buy or bring on race day, including equipment that is often arranged too late.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Plan 2 to 3 drinks per participant for the first hour, then add 500 to 750 ml per person for each additional hour. Chill the drinks at least 12 hours before the start and bring coolers for the route and finish area.
Order one bib number, strap and finisher medal per registered runner, plus 5% spare bibs and straps. Sort the numbers before race day; replacing a missing number at the start takes longer than expected.
Mark every turn with route arrows and barrier tape, and place traffic cones where runners or vehicles could be confused. Finish the route check no later than 48 hours before the marathon so missing signs can still be replaced.
Allow at least one reusable cup per expected drink serving, plus 10% extra for losses and volunteers. Buy or bring serving spoons, plates and cutlery before catering day; these are easy to overlook when food is ordered separately.
Test the time registration system, printer, speakers, microphones, walkie-talkies, extension cords and power banks together at least 24 hours in advance. Pack spare cables and fully charge every battery the evening before the event.

Frequently asked questions

How many drinks do I need for a company marathon?: Start with 2 to 3 drinks per participant for the first hour and 500 to 750 ml per participant for every additional hour. Add around 10% extra for volunteers, staff and unexpected demand.
How many race bibs and medals should I buy?: Buy one bib number, race bib strap and finisher medal for every registered participant. Add 5% spare bibs and straps; medals can usually match the final registration total if they are ordered after registration closes.
When should I prepare the marathon shopping list?: Make the first shopping list at least 2 weeks before race day, when participant numbers and dietary requirements are clear. Finalise quantities 3 to 5 days before the event and chill drinks at least 12 hours beforehand.
What power and communication equipment is needed on race day?: Bring extension cords, power strips and power banks for timing, printing and sound equipment, plus at least one walkie-talkie for each key volunteer or team. Test all equipment together at least 24 hours before the start.