What you need for a Freedom Run

A Freedom Run needs more than race numbers and medals. You’ll need supplies for registration, clearly marked kilometres, safe crossings, timing, communication and a practical start and finish area. Plan quantities from your final participant list, then add spares for late registrations, lost bibs and damaged signs. Order medals and printed materials early, because replacing them during race week is difficult.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Bar stoolsqty 6
Clothes racksqty 4
Waste binsqty 12

Sports equipment

Race bib beltsqty 550
Bib numbersqty 550
Safety pinsqty 1200
Commemorative medalsqty 550
Route arrowsqty 80
Kilometer markersqty 12
Starting ribbonsqty 6
Conesqty 80
Traffic barriersqty 30
Barrier tapeqty 12
Arrows for ground markingqty 40
Start area signsqty 6
Clipboardsqty 15
Stopwatchesqty 8
Bikes for course marshalsqty 6

Equipment

Time registration system
Laptopsqty 3
Tabletsqty 4
Mobile phonesqty 10
Walkie-talkiesqty 12
Megaphoneqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Printer paperqty 2
Label printer

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable drinking cupsqty 700
Coffee cupsqty 300
Platesqty 300
Forksqty 300
Knivesqty 300
Spoonsqty 300

Kitchen

Coolersqty 8
Thermos flasksqty 8
Water jugsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Serving traysqty 8
Jerry cansqty 12

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Hand sanitizer pumpsqty 8

Decorations

Liberation flagsqty 20
Dutch flagsqty 20
Starting banner
Finishing cloth
Route bannersqty 8

Catering

Groceries
- Spa Blue - 120 liters
- Spa Rood - 24 liters
- Isotonic sports drink - 60 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Orange Soda - 12 liter
- Apple juice - 12 liters
- Beer - 240 cans
- Alcohol-free beer - 120 cans
- Coffee - 6 packs
- Tea - 200 bags
- Sugar - 3 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 3 kilograms
- Energy gels - 600 pieces
- Bananas - 60 kilograms
- Apples - 35 kilogram
- Oranges - 25 kilograms
- Grapes - 15 kilograms
- Dates - 8 kilogram
- Muesli bars - 600 pieces
- Currant buns - 500 pieces
- Whole wheat bread - 20 loaves
- White rolls - 300 pieces
- Multigrain rolls - 200 pieces
- Young cheese - 8 kilograms
- Hummus - 5 kilogram
- Halal chicken breast - 5 kilogram
- Peanut butter - 4 kilogram
- Jam - 4 kilograms
- Butter - 3 kilograms
- Cucumber - 8 kilograms
- Tomatoes - 8 kilograms
- Lettuce - 10 heads
- Paprika chips - 8 kilograms
- Plain chips - 8 kilogram
- Snacks - 5 kilograms
- Cookies - 8 kilograms
- Mini muffins - 500 pieces
- Vegetarian wraps - 250 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1 liter
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Coffee filters - 300 pieces
- Stirrers - 500 pieces
- Napkins - 1500 pieces
- Ice cubes - 40 kilogram
- Cooling packs - 40 pieces
- Trash bags - 150 pieces
- Large trash bags - 80 pieces
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Cleaning wipes - 30 pieces
- Hand sanitizer - 12 bottles
- Nitrile gloves - 600 pieces
- Bandages - 10 boxes
- Disposable cups for first aid - 200 pieces
- Cable ties - 500 pieces
- Duct tape - 12 rolls
- Highlighters - 24 pieces
- Ballpoint pens - 50 pieces
- Labels - 500 pieces
- Printer ink - 2 sets
- Paper route maps - 100 pieces
- Wristbands - 700 pieces
- Bags for starter packs - 600 pieces
- Prizes for winners - 12 pieces

Tips

Prepare one bib number and at least two safety pins per participant, plus a small reserve for replacements and late changes. Keep bib belts available if runners will use them.
Mark the full route with arrows, kilometre markers and cones before race morning. Use extra signs at turns and crossings, where runners are most likely to miss the route.
For every volunteer team, provide a clipboard, a charged mobile phone or walkie-talkie, and clear instructions. Keep a megaphone at the start and finish rather than relying on shouting.
Count tables, chairs, tents and waste bins for both the start and finish areas. Leave space for registration, participant information, medal collection and changing or clothing storage.
Test the time registration system, laptops, tablets, stopwatches, microphones and extension cords before setup day. Bring charging cables and a backup timing method in case the main system fails.

Frequently asked questions

How many safety pins do I need for a Freedom Run?: Plan two safety pins per participant, so 200 runners require 400 pins. Add at least 10% extra for lost or damaged pins.
How many medals should I order for a Freedom Run?: Order one commemorative medal for every confirmed participant, then add a small reserve of around 5% for late changes and damaged items. Confirm the quantity before placing the order.
When should I buy race bibs and print route signs?: Buy or order bibs and medals as soon as registrations give you a reliable estimate, preferably several weeks before race day. Print the final participant list and route materials only after registrations close, then keep spare copies.
What equipment do volunteers need on the route?: Each route team needs communication equipment and clear route information; provide at least one charged phone or walkie-talkie per team. Crossing points may also need cones, barriers, barrier tape and a megaphone nearby.

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