What you need for a funfair race

A funfair race needs more than race numbers and a finish line. You will need equipment for timing and course control, supplies for cyclists, refreshments for participants and volunteers, and power for announcements. This shopping list covers the items that are easy to overlook, such as spare inner tubes, bib holders, clipboards and extension cords. Check quantities against your number of participants, race categories and volunteers before shopping.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 60
High tablesqty 6
Party tentsqty 4
Blanketsqty 12
Clothes racksqty 2

Sports equipment

Bib numbersqty 150
Bib holdersqty 150
Race vestsqty 20
Round board
Finish arch
Bike pumpsqty 3
Spare inner tubesqty 12
Water bottle cratesqty 6
Competition whistlesqty 12
Stopwatchesqty 4
Clipboardsqty 8
Pensqty 40
Calculatorsqty 2
Prizesqty 12

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2

Lighting

LED lampsqty 8
String lightsqty 6
Flashlightsqty 8

Traffic equipment

Traffic barriersqty 40
Crowd barriersqty 30
Traffic conesqty 30
Route arrowsqty 25
Warning signsqty 12
Barrier tapeqty 8
Traffic marshal vestsqty 20
Marker lightsqty 20

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 8
Pliersqty 6
Serving jugsqty 4
Ice packsqty 30

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4

Safety

First aid kitsqty 2
Blanketsqty 10
Bandagesqty 4
Walkie-talkiesqty 12
Safety pinsqty 200

Decorations

Buntingqty 12
Fairground flagsqty 30
Sponsor postersqty 20
Program boardsqty 4

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemon tea - 1 box
- Ice cubes - 20 kilo
- Croissants - 60 pieces
- Mini muesli bars - 150 pieces
- Bananas - 12 kilo
- Apples - 10 kilos
- Grapes - 6 kilos
- Raisin buns - 100 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Cucumbers - 10 pieces
- Tomatoes - 5 kilos
- Arugula - 8 bags
- Butter - 1 kilo
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Peanut mix - 6 bags
- Bitterballen - 600 pieces
- Mini cheese soufflés - 300 pieces
- Vegetarian snacks - 200 pieces
- Satay sauce - 3 jars
- Frying oil - 10 liters
- Tompouces - 60 pieces
- Whipped cream - 6 cans
- Sugar packets - 300 pieces
- Stirrers - 300 pieces
- Napkins - 1000 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Trash bags - 150 pieces
- Cleaning product - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Freezer bags - 4 boxes
- Paper snack trays - 600 pieces
- Coffee filters - 200 pieces

Tips

Prepare one bib number and one bib holder per participant, plus a small spare batch for late changes or damaged numbers. Keep pens, clipboards and calculators together at registration so volunteers are not searching for them.
Plan water for every participant and volunteer, not only for the finish area. Keep water bottle crates and coolers where they can be reached quickly, and use thermos flasks, a coffee machine and a kettle for hot drinks.
Bring at least one bike pump and several spare inner tubes for common bicycle problems. Put them near the start and finish area, where participants can find help without leaving the course.
Count the power equipment before loading: extension cords, power strips and power banks are needed for speakers, the microphone, mixer and timing equipment. Test the setup before race day rather than discovering a missing connection during the briefing.
Keep course and finish equipment together, including route signs, the finish arch, race vests and competition whistles. Pack prizes separately and label them by race category so the presentation does not become a last-minute sorting job.

Frequently asked questions

How many bib numbers do I need for a funfair race?: Prepare one bib number per registered participant, then add about 5% extra. For 100 participants, that means 105 bib numbers and matching bib holders.
How much water should I buy for race day?: Allow at least 0.5 litre per participant, with additional water for volunteers and hot weather. For 100 participants, start with at least 50 litres and add a reserve if the race is long or the forecast is warm.
How many spare inner tubes should I bring?: Bring at least 3 to 5 spare inner tubes for a small race, and increase that to around 1 spare tube per 20 participants for a larger field. Check the common tyre sizes before buying them.
When should I buy the race supplies?: Buy reusable equipment and printed race materials at least 2 weeks before the event. Purchase drinks and other perishable supplies 1 to 2 days before the race, after the final participant count is confirmed.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.