What you need for an inclusive run

An inclusive run needs more than bib numbers and finishers’ medals. You’ll need clear route markers, accessible surfaces, reliable communication and practical equipment for volunteers, participants and first-aid points. Plan supplies around the number of runners, start groups and rest points, then add a small reserve for damaged signs, extra drinks and late registrations. Check power, weather protection and accessibility equipment before shopping, because these are the items that are hardest to replace on the day.

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What to bring

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

Furniture

Party tentqty 3
Folding tablesqty 10
Chairsqty 40
Bar stoolsqty 8
Waste binsqty 10
Conesqty 40
Crowd barriersqty 20
Start arch
Stage sectionsqty 4

Sports equipment

Route arrowsqty 60
Kilometer markersqty 12
Bib numbersqty 200
Safety pinsqty 500
Finisher medalsqty 200
Wristbandsqty 220
Stopwatchesqty 6
Clipboardsqty 8
Reflective vestsqty 30
Traffic flagsqty 16
Disposable cupsqty 800
Thermal labelsqty 20
Wheelchair carpetsqty 4
Non-slip matsqty 8

Equipment

Battery speakerqty 2
Wireless microphoneqty 2
Microphone standqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Walkie-talkiesqty 12
Charging stationsqty 3
Mobile phoneqty 4
Laptopqty 2
Printer
Cable reelsqty 3

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Pouring jugsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Water jugsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Bowlsqty 20
Cutting boards for fruitqty 4
Ice packsqty 30
Blanketsqty 4

Decorations

Start and finish bannerqty 2
Route bannersqty 8
Buntingqty 12
Balloonsqty 100
Balloon weightsqty 8
Tableclothsqty 12
Pictogram cardsqty 20

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 8

Cleaning

Hand broomsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Microfiber clothsqty 20
Cleaning clothsqty 20
Hand soap dispensersqty 6
Disinfectant dispensersqty 8
First aid kitsqty 3
Nitrile glovesqty 200
Trash grabbersqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Spa Blauw - 24 bottles
- Sparkling mineral water - 12 bottles
- Sports drink lemon - 12 bottles
- Orange sports drink - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger ale - 4 bottles
- Ice cubes - 20 kilo
- Brown wholemeal bread - 12 loaves
- White bread - 6 loaves
- Gluten-free bread - 4 packs
- Wholegrain wraps - 8 packs
- Plain hummus - 12 containers
- Cream cheese - 8 tubs
- Young cheese slices - 4 kilo
- Sliced aged cheese - 3 kilos
- Turkey breast slices - 2 kilo
- Chicken breast topping - 2 kilos
- Vegetarian spread - 10 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Lettuce - 10 heads
- Carrots - 3 kilos
- Apples - 18 kilos
- Bananas - 15 kilos
- Pears - 10 kilos
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Cherry tomatoes - 5 kilo
- Cucumber snack - 4 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Rice cakes - 8 packs
- Gluten-free crackers - 6 packs
- Muesli bars - 250 pieces
- Oat bars - 150 pieces
- Raisins - 5 kilos
- Unsalted nuts - 4 kilos
- Dried apricots - 3 kilos
- Olives - 6 jars
- Pickles - 4 jars
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Peanut sauce - 2 bottles
- Honey - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Coffee filters - 2 packs
- Tea filters - 1 pack
- Stirrers - 300 pieces
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 20 pieces
- Rubber gloves - 8 pairs
- Bandages - 5 boxes
- Sterile gauze pads - 4 boxes
- Disinfectant wipes - 6 packs
- Sports tape - 8 rolls
- Cold packs - 20 pieces
- Disposable gloves - 200 pieces

Tips

Count bib numbers, wristbands, safety pins and medals against your registration list, then add 5–10% spare. Sort bibs before setup so registration volunteers are not searching through a box at the start.
For route marking, prepare arrows and kilometre markers before event day and carry spare cones. Place accessibility-related signs and wheelchair carpets where surfaces or crossings need extra attention, and check the full route once more after marking.
Give each traffic post and volunteer team a clear communication method. Test every walkie-talkie and the battery speaker the day before, and charge power banks overnight; keep extension cords and power strips away from wet areas.
Plan drinks by participant count and rest-point location rather than buying one central supply. Disposable cups, tables, waste bins and non-slip mats should be ready at each service point, with extra cups and bags held in reserve.
Pack the setup separately from the registration materials: reflective vests, traffic flags and clipboards for volunteers; route arrows and cones for the course; and microphone, stand and battery speaker for announcements. This saves time when the start area opens.

Frequently asked questions

How many bib numbers and safety pins do I need for an inclusive run?: Prepare one bib number and at least two safety pins per registered runner. Add 5–10% spare bibs and pins for late registrations, damaged numbers and replacements.
How much water should I buy for an inclusive run?: Use the number of participants, the expected temperature and the number of rest points to calculate your supply. As a starting point, allow 500–750 ml per participant for the event, then add 10–15% extra for volunteers and unexpected delays.
When should I buy and prepare route signs for the run?: Buy or print route arrows and kilometre markers at least 3–5 days before the event. Sort them by route section the day before, and check the marked course on the morning of the run.
What accessibility equipment should I bring to an inclusive run?: Bring wheelchair carpets, non-slip mats, clear route arrows, cones and crowd barriers for areas that need controlled access. Check the route at least 7 days in advance and recheck all surfaces, crossings and rest points on event day.

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