What to buy for a company run

A company run needs more than bib numbers and medals. You will also need clearly marked routes, volunteer equipment, refreshments, registration supplies, and practical items for the start and finish area. Plan drinks for runners, staff, and waiting colleagues, not just registered participants. This checklist helps you buy or bring the items that are easy to overlook, including extension leads, serving equipment, waste bins, coolers, and weather cover.

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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 80
Buffet tablesqty 4

Sports equipment

Start and finish arch
Directional signsqty 25
Traffic conesqty 40
Crowd control barriersqty 12
Bib numbersqty 130
Safety vestsqty 20
Stopwatchesqty 4
Medalsqty 120
Sports shirtsqty 120

Equipment

Megaphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 4

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 12
Coffee machinesqty 2

Lighting

String lightsqty 4

Catering

Water jugsqty 8
Waste binsqty 8
Picnic blanketsqty 12
Groceries
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- Rosé wine - 8 bottles
- White wine - 8 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Stir sticks - 200 pieces
- Coffee filters - 2 packs
- Baguettes - 12 pieces
- Mini sandwiches - 180 pieces
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Hummus - 12 tubs
- Herb cream cheese - 8 tubs
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Mixed salad - 8 bags
- Pasta salad - 12 kilograms
- Potato salad - 8 kilograms
- Chicken skewers - 150 pieces
- Vegetarian vegetable skewers - 60 pieces
- Falafel - 5 kilogram
- Satay sauce - 4 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 5 kilograms
- Grapes - 8 kilograms
- Apples - 100 pieces
- Bananas - 100 pieces
- Muesli bars - 150 pieces
- Paper towels - 8 rolls
- Napkins - 500 pieces
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Cleaning

Mop setqty 2
Broom setsqty 3
Bucketsqty 4

Tips

Plan at least two drinks per runner for the first hour, plus extra water for volunteers stationed along the route. Use coolers and water jugs so supplies can be spread between the start, finish, and course stations.
Prepare one bib number and one safety vest for every participant or assigned volunteer, with spare bibs and markers available for last-minute registrations or damaged numbers.
Allow one table for registration, one for drinks, and one for food at minimum. Add folding chairs for registration staff and volunteers who are stationed for longer periods.
Bring extension cords and power strips for coffee machines, lighting, and other powered equipment. Test the cable layout before participants arrive so leads do not cross walking or running routes.
Pack route-control equipment together: directional signs, traffic cones, crowd-control barriers, a megaphone, stopwatches, and first-aid supplies. Check the course at least 60 minutes before the start and replace anything that is loose or unclear.

Frequently asked questions

How many drinks do I need for a company run?: Budget two drinks per participant for the first hour, then add one drink per person for each additional hour. Add at least 10% extra for volunteers, spectators, and spills.
How many bib numbers should I order for a company run?: Prepare one bib number per registered runner and keep 5–10% extra. For 100 participants, that means 105 to 110 bibs, plus safety pins or another way to attach them.
When should I buy food and chill the drinks?: Buy shelf-stable food and drinks one to two days before the run. Chill drinks overnight, and prepare fresh snacks on the morning of the event so they are ready when runners finish.
What equipment do volunteers need on the route?: Each staffed station needs a safety vest, route instructions, a way to communicate, and access to water. Provide a megaphone where instructions must carry, and place signs, cones, or barriers before the volunteer briefing.

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