What to Buy for a Family Run
A family run needs more than race numbers and refreshments. You’ll need clear route markers, equipment for registration and timing, drinks and snacks for the finish, and materials for activities while families wait. Plan quantities around your participant list, then add supplies for volunteers and a small reserve for late registrations or damaged items. This checklist helps you shop and pack without leaving practical details until race morning.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 10
- Folding chairsqty 50
- Beer tablesqty 6
- Registration tablesqty 2
- Buffet tablesqty 3
- Tableclothsqty 12
- Clothing rack
- Parasol basesqty 4
Sports equipment
- Bib numbersqty 120
- Safety pinsqty 250
- Finisher medalsqty 120
- Route arrowsqty 40
- Kilometer markersqty 6
- Traffic conesqty 30
- Barrier tapeqty 6
- Stopwatchesqty 4
- Prizesqty 12
- Skipping ropesqty 8
- Colored chalkqty 12
- Footballsqty 4
- Game materials
Equipment
- Battery speakerqty 2
- Wireless microphonesqty 2
- Microphone stand
- Extension cordsqty 6
- Power stripsqty 4
- Coolersqty 6
- Gas stovesqty 2
- Barbecuesqty 3
- Thermos flasksqty 6
- Power banksqty 4
Decorations
- Start arch
- Balloon archesqty 2
- Buntingqty 8
- Table décorqty 12
- Route bannersqty 4
- Information boardsqty 6
- Directional signsqty 12
- Photo backdrop
Tableware
- Reusable cupsqty 180
- Reusable platesqty 150
- Cutlery setsqty 150
- Serving spoonsqty 10
- Small bowlsqty 16
- Coffee cupsqty 80
- Napkin holdersqty 8
- Serving traysqty 8
Kitchen
- Cutting boardsqty 4
- Paring knivesqty 4
- Mixing bowlsqty 6
- Pliersqty 8
- Frying pansqty 3
- Storage binsqty 12
- Ice packsqty 24
- Aluminum foilqty 3
Cleaning
- Waste binsqty 8
- Broom setsqty 3
- Litter pickersqty 4
- Bucketsqty 4
- Cleaning cartsqty 2
- Hand sanitizer stationsqty 4
- First aid kitsqty 2
Lighting
- String lightsqty 6
- Outdoor lightsqty 6
- Flashlightsqty 6
Catering
- Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Sparkling water - 24 bottles
- Sports drink - 36 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 20 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salty sticks - 4 bags
- Popcorn - 4 bags
- Peanut mix - 3 bags
- Apples - 100 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Grapes - 8 kilos
- Melons - 4 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Bell peppers - 20 pieces
- Baby potatoes - 8 kilo
- Hamburgers - 100 pieces
- Vegetarian burgers - 25 pieces
- Chicken skewers - 80 pieces
- Vegetarian skewers - 25 pieces
- Hamburger buns - 125 pieces
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 4 bottles
- Garlic sauce - 4 bottles
- Satay sauce - 3 jars
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Olive oil - 3 bottles
- Vegan burger sauce - 2 bottles
- Sliced cheese - 4 kilos
- Lettuce - 8 heads
- Red onions - 3 kilos
- Pickles - 4 jars
- Eggs - 60 pieces
- Sandwich rolls for breakfast - 60 pieces
- Young cheese - 3 kilos
- Ham - 2 kilos
- Hummus - 12 tubs
- Jam - 4 jars
- Butter - 2 kilos
- Chocolate cookies - 8 packs
- Mini muffins - 120 pieces
- Ice lollies - 120 pieces
- Pancakes - 100 pieces
- Syrup - 4 bottles
- Powdered sugar - 2 packs
- Aluminum trays - 150 pcs
- Baking paper - 3 rolls
- Cling film - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Cleaning wipes - 6 packs
- All-purpose cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
Tips
- Plan two drinks per participant for the first hour, plus one extra drink per volunteer. Keep them chilled in coolers and set out water before the first finishers arrive.
- Buy one bib number and at least four safety pins per participant. Sort the numbers before the event so registration does not become a queue at the start.
- Use one route arrow at every turn and add a kilometre marker for each kilometre of the course. Keep extra arrows, barrier tape and traffic cones for unclear junctions or wind damage.
- Allow one table for registration, one for the finish area and one for snacks for every 50 participants. Bring tablecloths and enough chairs for volunteers who will be working for more than an hour.
- Prepare two snacks per participant, with separate options for recorded dietary requirements. Pack first aid supplies, sunscreen and weather protection where volunteers can reach them quickly, rather than leaving them in a car.
Frequently asked questions
- How many drinks do I need for a family run?
- Plan two drinks per participant for the first hour, then one additional drink per person for every extra hour. Add one drink per volunteer and keep at least 10% extra for warm weather or unexpected delays.
- How many safety pins are needed for race bibs?
- Buy four safety pins per participant, which gives one pin for each corner of a bib. Add 10% extra because pins are easily dropped or left attached to old numbers.
- How many snacks should I buy for a family run?
- Allow two snack portions per participant after the finish, plus one portion per volunteer. Buy separate quantities for dietary requirements based on the registration list, and keep packaged options available for late arrivals.
- When should I buy drinks and chill them?
- Buy non-perishable drinks up to one week ahead and chill them 12 to 24 hours before the run. Check the forecast the day before and increase the reserve if temperatures are expected to be high.
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