What you need for a corporate race

A corporate race needs more than bib numbers and a start line. You’ll need practical supplies for registration, timing, refreshments, route safety and the finish area, plus equipment that keeps volunteers moving throughout the day. Use this shopping list alongside your participant numbers and route plan. Buy or reserve items early when they affect safety, power, catering or venue setup, because last-minute replacements are difficult to arrange.

Use this plan

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 50
High tablesqty 6
Bicycle racksqty 8
Waste binsqty 8
Prize table

Tableware

Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Coffee cupsqty 50
Pitchersqty 8
Serving traysqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Start and finish arch
Bib numbersqty 80
Bib holdersqty 80
Lap signsqty 5
Stopwatchesqty 4
Clipboardsqty 8
Pensqty 40
High-visibility vestsqty 20
Bike pumpsqty 3
Tool setsqty 2
Spare inner tubesqty 10
Stage elementsqty 3
Cupsqty 6
Winner ribbonsqty 6
Medal holdersqty 6
First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 10
Walkie-talkiesqty 12
Power banksqty 6
Route mapsqty 30
Competition rulesqty 80
Clipboardsqty 8
Measuring tapesqty 2
Flashlightsqty 6

Decorations

Company flagsqty 12
Bannersqty 8
Balloonsqty 100
Tableclothsqty 10
Directional signsqty 20
Sidewalk chalkqty 6

Lighting

String lightsqty 6
Work lightsqty 4
Batteriesqty 40

Cleaning

Trash grabbersqty 4
Bucketsqty 4
Broom setsqty 4
Mop setsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemon tea - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- Sports drink - 80 bottles
- Bananas - 8 kilograms
- Apples - 60 pieces
- Grapes - 5 kilograms
- Oranges - 40 pieces
- Muesli bars - 100 pieces
- Energy gels - 80 pieces
- Currant buns - 60 pieces
- Mini bake-at-home rolls - 120 pieces
- Whole wheat bread - 12 loaves
- White rolls - 80 pieces
- Multigrain rolls - 80 pieces
- Croissants - 60 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 10 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salsa - 8 jars
- Mixed nuts - 4 kilograms
- Olives - 3 kilograms
- Cheese cubes - 4 kilograms
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 100 pieces
- Mini spring rolls - 200 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Garlic sauce - 2 bottles
- Vegetarian burgers - 30 pieces
- Hamburgers - 70 pieces
- Burger buns - 100 pieces
- Veggie sandwiches - 30 pieces
- Onions - 5 kilograms
- Pickles - 3 jars
- Coleslaw - 8 kilograms
- Pasta salad - 10 kilogram
- Potato salad - 8 kilograms
- Green salad - 8 kilograms
- Bread salad dressing - 3 bottles
- Raw vegetables - 6 kilograms
- Vegetarian pasta salad - 5 kilograms
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 1 kilogram
- Vegan burgers - 12 pieces
- Vegan mayonnaise - 2 bottles
- Ice cubes - 30 kilograms
- Lemons - 30 pieces
- Fresh mint - 10 bunches
- Napkins - 600 pieces
- Coffee filters - 3 packs
- Wooden stirrers - 500 pieces
- Skewers - 300 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Sandwich bags - 300 pieces
- Trash bags - 100 pieces
- Compostable trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 6 bottles
- Disinfecting wipes - 8 packs

Tips

Plan one bib number and one bib holder per participant, then add at least 5% spare supplies for damaged or missing items. Prepare wristbands and registration materials before race day rather than sorting them at the start desk.
For refreshments, allow two to three drinks per participant during the first hour, then adjust for race length and weather. Use pitchers, reusable drinking glasses, coolers and waste bins so drinks can be served without creating queues or loose rubbish.
Set aside one high-visibility vest for every traffic controller and route volunteer. Keep bike pumps and basic equipment at the start area, and check them before participants arrive rather than waiting for a bicycle problem on the course.
Provide one clipboard and several pens for each registration, timing or finish-line station. Print competition forms and lap signs early, and pack spare copies in a waterproof folder in case of rain.
Count your power requirements before bringing coffee machines, kettles, food warmers and the sound system together. Take enough extension cords and power strips, and test the microphone and timing equipment before the first starter group is called.

Frequently asked questions

What should I buy for a corporate race?: Plan supplies for registration, timing, refreshments, route safety and the finish area. Typical essentials include one bib number and holder per participant, plus 5% spare, reusable drinkware, coolers, waste bins, high-visibility vests, stopwatches, signs and power supplies.
How many drinks do I need for a corporate race?: Allow two to three drinks per participant for the first hour, including water, coffee or other served drinks. Increase the amount for hot weather, a longer programme or a large post-race meal, and provide extra cups so service does not stop.
How many bib numbers and holders should I order?: Order one bib number and one holder for every registered participant, plus at least 5% spare. For 100 participants, that means 105 of each, before allowing for volunteers or replacement numbers.
When should I arrange race equipment and catering?: Reserve barriers, fencing, bicycle racks, tents, tables, sound equipment and catering as soon as the date, route and venue are confirmed. Finish the shopping and equipment check at least 48 hours before the race so missing supplies can still be replaced.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.