Cross-Country Race Shopping List

A cross-country race needs more than race numbers and a finish arch. You’ll need clear course marking, a reliable water setup, tools for last-minute repairs, and equipment for registration, timing, and communication. Buy or collect supplies early enough to check them before race day, especially bib holders, course tape, cones, extension cords, and walkie-talkies. This list also covers practical items for volunteers, participants, officials, and the start and finish area.

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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 40
Registration desksqty 3
Waste binsqty 8
Stage sectionsqty 4
Crowd barriersqty 30
Bollardsqty 30

Sports equipment

Start and finish arch
Bib numbersqty 200
Bib holdersqty 200
Race vestsqty 20
Route arrowsqty 80
Course tapeqty 12
Marking sprayqty 12
Traffic conesqty 40
Obstaclesqty 12
Disposable cupsqty 500
Water bottle cratesqty 8
Spare bike pumpsqty 3
Tool casesqty 3
Spare inner tubesqty 20
Bicycle standsqty 10
Prize traysqty 12
Route mapsqty 40
Start list boardsqty 3
Result boardsqty 2
Medal holdersqty 200
Conesqty 30
Spare helmetsqty 4
Rain coversqty 10

Equipment

Timekeeping set
Laptopsqty 2
Tabletsqty 3
Mobile phonesqty 8
Walkie-talkiesqty 12
Sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Power banksqty 8
Batteriesqty 40

Lighting

Work lightsqty 6
Work lightsqty 4

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 180

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 8
Serving plattersqty 12
Scissorsqty 6
Duct tapeqty 8
Cable tiesqty 300
Markersqty 12
Clipboard foldersqty 12
Ballpoint pensqty 40

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 30
Litter pickersqty 4
Hand sanitizer dispensersqty 6

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Sports drink - 120 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Stirrers - 500 pieces
- Paper napkins - 1000 pieces
- Bananas - 180 pieces
- Apples - 120 pieces
- Oranges - 80 pieces
- Grapes - 12 kilograms
- Muesli bars - 250 pieces
- Energy gels - 180 pieces
- Currant buns - 120 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Wholemeal rolls - 100 pieces
- White buns - 80 pieces
- Young cheese - 5 kilogram
- Cooked ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 2 kilograms
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Cookies - 10 packs
- Gluten-free crackers - 6 packs
- Vegan toppings - 12 packages
- Gluten-free rolls - 20 pieces
- Lactose-free milk - 4 liters
- Ice cubes - 30 kilograms
- Mineral salt - 4 packs
- Lemons - 20 pieces
- Coffee filters - 2 boxes
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Bread bags - 200 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Compostable cups - 300 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs
- Hand soap - 8 bottles
- Hand sanitizer gel - 8 bottles
- Bandages - 4 boxes
- Sterile gauze pads - 4 boxes
- Disinfectant wipes - 6 packs
- Disposable gloves - 4 boxes
- Fever and cold packs - 20 pieces
- Drinking water for volunteers - 60 bottles

Tips

Plan water around the field size and course layout: allow at least one cup per runner at each planned water point, then add a 10–15% reserve for spills and late arrivals.
Prepare one bib number and holder per participant, plus at least 5% spare numbers. Keep race vests grouped by volunteer role so officials can be identified quickly.
Bring more course-marking supplies than the route length suggests. Keep spare route arrows, course tape, marking spray, and traffic cones together so hazards can be marked again after weather or course checks.
Set up a dedicated equipment table with tool cases, spare bike pumps, and spare inner tubes. Check these at least one day before the race rather than discovering a missing tool at the start.
Count power and communication equipment before loading: test every laptop, tablet, mobile phone, walkie-talkie, microphone, and extension cord, and charge battery-powered devices overnight.

Frequently asked questions

How many cups and water bottles do I need for a cross-country race?: Start with at least one disposable cup per participant at every water point, then add 10–15% extra. Bring enough water bottle crates to keep each station supplied throughout the race, including a reserve for volunteers and delays.
How many spare bib numbers should I buy?: Prepare one bib number per registered participant and keep at least 5% spare. For 200 runners, that means 210 bib numbers, with extra bib holders available for damaged or forgotten items.
When should I buy course tape, arrows, and cones?: Buy or collect course-marking supplies at least 7 days before race day. Inspect the route and sort the signs 1–2 days beforehand, then keep spare tape, arrows, spray, and cones ready for the final course check.
What equipment should I test before a cross-country race?: Test timing equipment, laptops, tablets, phones, walkie-talkies, microphones, the sound system, and extension cords at least 24 hours before the start. Charge all battery-powered devices overnight and pack one working backup phone.

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