What to Buy for a Costume Run-Through

A costume run-through needs more than costumes and medals. You will also need supplies for registration, route marking, changing areas, timing, announcements and crowd control. Plan quantities from the number of participants, then add a small buffer for damaged bibs, missing pens and last-minute registrations. Check power, weather protection and costume storage before shopping, because these are often arranged too late.

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What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 24
Registration deskqty 2
Clothes racksqty 4
Waste binsqty 8

Sports equipment

Start arch
Finish arch
Route arrowsqty 35
Kilometer markersqty 6
Bib numbersqty 120
Race bib strapsqty 120
Medalsqty 120
Costumesqty 120
Clothing coversqty 120
Traffic conesqty 30
Crowd barriersqty 12
Ropeqty 100
Whistlesqty 12
Stopwatchesqty 4
Clipboardsqty 12
Pensqty 40
Emergency blanketsqty 12
Glovesqty 12

Equipment

Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
First aid kitsqty 2
Flashlightsqty 6
Walkie-talkiesqty 12
Mobile phone chargersqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 160
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Ice packsqty 24

Decorations

Buntingqty 10
Balloonsqty 150
Balloon weightsqty 8
Tableclothsqty 8
Wayfinding signsqty 12
Photo backdrop

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 12
Laundry basketsqty 6

Catering

Groceries
- Spa Blauw - 180 bottles
- Spa Red - 60 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Iced tea - 8 liters
- Sports drink - 24 liters
- Coffee - 2 kilograms
- Black tea - 2 boxes
- Herbal tea - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemon slices - 2 kilograms
- Ice cubes - 20 kilograms
- Mineral salt - 2 kilograms
- Bananas - 12 kilograms
- Apples - 12 kilograms
- Mandarins - 8 kilograms
- Grapes - 6 kilograms
- Muesli bars - 150 pieces
- Currant buns - 120 pieces
- Wholemeal rolls - 120 pieces
- White rolls - 120 pieces
- Unsalted butter - 2 kilograms
- Hummus - 3 kilograms
- Mild cheese - 3 kilograms
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 2 kilograms
- Cucumber - 5 kilograms
- Tomatoes - 5 kilograms
- Lettuce - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Popcorn - 5 kilograms
- Cookies - 8 packs
- Brownies - 120 pieces
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Chili sauce - 1 liter
- Tomato soup - 10 liters
- Vegetable stock - 2 packs
- Breadsticks - 6 packs
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Ziplock bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 rolls
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Wooden skewers - 300 pieces
- Tea bags - 200 pieces
- Fridge labels - 2 rolls
- Bandages - 100 pieces
- Disinfectant wipes - 4 packs
- Disposable gloves - 200 pieces
- Paper cups for water - 300 pieces
- Fruit cups - 120 pieces
- Ice lollies - 120 pieces
- Coffee creamers - 300 pieces
- Cocoa powder - 1 kilogram

Tips

Prepare one bib number and one bib strap per participant, plus at least 5–10% extra. Keep spare numbers, pens and clipboards at the registration desk for replacements and late changes.
For the route, use arrows at every turn and kilometer markers at each kilometer. Pack extra rope, traffic cones and crowd barriers so volunteers can reinforce unclear sections on the day.
Set up separate costume storage with clothes racks and one clothing cover per costume group or rack. Bring enough tables and chairs for registration, sorting costumes and handing out starter packs.
Test the sound system, microphone and speakers at the start and finish at least one day before the run-through. Pack extension cords, power strips and power banks, and use LED lamps if setup or pack-down happens in low light.
Buy or prepare one medal for every expected finisher, then add a small reserve. Keep prizes, medals, race numbers and costume supplies in labelled containers so volunteers can find them without opening every box.

Frequently asked questions

What do I need for a costume run-through?: You need costumes, bib numbers and straps, medals, route arrows, kilometer markers, timing equipment, registration supplies and safety gear. Also plan tables, clothing racks, waste bins, a sound system and lighting for the start and finish.
How many spare race bibs should I buy?: Prepare one bib per participant and add 5–10% spare bibs and straps. For 100 participants, that means 105 to 110 bibs and matching straps.
How many route arrows do I need for a costume run-through?: Use at least one arrow at every turn, junction and point where the route could be unclear. Walk the route in advance, count the required signs, and pack 10–20% extra for replacements or repositioning.
When should I check the costume run-through shopping list?: Do a full stock check at least 7 days before the event and finish shopping no later than 2–3 days beforehand. Test sound, power supplies and route equipment before the final setup day.

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