Field Race Shopping List

A field race needs more than running numbers and medals. You need supplies for registration, course marking, timing, water stations, traffic control and the finish area, with extras for weather and late arrivals. Plan quantities from your final participant list, then add a small buffer so one missing cup, bib strap or marker does not slow down the race. Keep drinks chilled and assemble starter packs before race day.

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What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Buffet tablesqty 4
Foldable tablesqty 6
Folding chairsqty 24
Bar stoolsqty 4
Tableclothqty 10

Sports equipment

Start and finish arch
Bib numbersqty 180
Race bib strapsqty 180
Running medalsqty 180
Course tapeqty 12
Conesqty 60
Route arrowsqty 35
Kilometer markersqty 6
Start and finish matsqty 2
Stopwatchesqty 6
Hand tally countersqty 3
Whistlesqty 12
Reflective vestsqty 24
Traffic conesqty 30
Crowd control barriersqty 12
Water jugsqty 12
Drink Cups for Stationsqty 600
Coolersqty 6
Thermal labelsqty 20
Clipboardsqty 12
Pensqty 40
Markersqty 12

Equipment

Laptopsqty 2
Printersqty 2
Walkie-talkiesqty 12
Megaphone
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Charging cablesqty 8
String lightsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Cutting knivesqty 4
Cool bagsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Lighting

Work lightsqty 4
Flashlightsqty 8

Decorations

Bannersqty 8
Flagsqty 12
Plate holdersqty 20

Catering

Groceries
- Still mineral water - 180 bottles
- Sparkling mineral water - 60 bottles
- Sports drink lemon - 48 bottles
- Orange Sports Drink - 48 Bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon slices - 2 kilos
- Ice cubes - 20 kilo
- Bananas - 180 pieces
- Apples - 120 pieces
- Mandarins - 100 pieces
- Grapes - 8 kilos
- Dates - 4 kilos
- Muesli bars - 200 pieces
- Currant buns - 120 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Mini wholemeal rolls - 150 pieces
- Mini white rolls - 150 pieces
- Unsalted butter - 2 kilos
- Margarine - 1 kilo
- Young cheese - 3 kilos
- Plain hummus - 2 kilos
- Hummus with paprika - 2 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spread - 2 kilos
- Jam - 3 jars
- Peanut butter - 3 jars
- Honey - 2 jars
- Cucumbers - 20 pieces
- Tomatoes - 5 kilos
- Carrots - 5 kilos
- Bell peppers - 3 kilos
- Cherry tomatoes - 3 kilos
- Slamix - 3 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 6 bags
- Rice cakes - 8 packs
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Sambal - 1 jar
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Herb mix - 2 containers
- Coffee filters - 2 boxes
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Small trash bags - 50 pieces
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Wet wipes - 8 packs
- Tissues - 12 boxes
- Bandages - 4 boxes
- Disposable gloves - 4 boxes

Tips

Prepare one bib number, bib strap and starter pack for every registered runner, then add about 5% extra for damaged numbers, corrections and late changes.
For each water station, provide at least one water jug and two cups per runner expected to pass through. Set aside extra cups because wind, spills and volunteers using them can empty a station quickly.
Mark the route with cones, course tape, arrows and kilometre markers before runners arrive. Walk the full course the day before and keep spare markers with a volunteer who can replace anything moved or missing.
Pack timing supplies together: stopwatches, tally counters, clipboards, pens, markers and the laptop. Bring at least two working stopwatches so one failure does not leave you without a finish time.
Put reflective vests, traffic cones and barriers aside for traffic posts, and confirm medical support and toilet arrangements before shopping is finished. These are easy to overlook because they are not part of the race kit itself.

Frequently asked questions

How many race bibs and straps do I need for a field race?: Prepare one bib number and one strap for every registered participant. Add roughly 5% extra, or at least 5 spare sets for a small race, to cover errors, damage and late registrations.
How much water do I need for a field race?: Plan at least 500 ml of water per runner for a short event, plus extra for volunteers and warm weather. At every station, provide two cups per expected runner and keep reserve water in coolers or jugs.
When should I mark the field race course?: Place the main markers and kilometre signs the day before, then inspect the entire route again 1 to 2 hours before the start. Keep spare cones, tape and arrows ready for last-minute repairs.
What timing equipment is needed for a field race?: Use at least two stopwatches, one hand tally counter, clipboards, pens and a laptop for recording results. Test all devices the day before and charge or replace batteries before race morning.

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