What you need for a New Year's Eve run

A New Year's Eve run needs more than bibs and medals. You will need visible route markers, reflective equipment, a reliable way to record times, and enough supplies for registration and the finish area. This shopping list covers the practical items to buy or bring, from safety pins and flashlights to tables, power banks and a PA system. Check quantities against your participant total, volunteer team and route length before shopping.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
Registration tablesqty 3
Waste binsqty 8
Clothes racksqty 4

Sports equipment

Start and finish arch
Bib numbersqty 350
Safety pinsqty 800
Running medalsqty 350
Marker conesqty 40
Route signsqty 35
Directional signsqty 25
Barrier tapeqty 10
Sports bottlesqty 12
Stopwatchesqty 6
Reflective vestsqty 25
Flashlightsqty 12
Clipboardsqty 8
Pensqty 40
Prizesqty 12

Equipment

Time registration system
Laptopsqty 2
Tabletsqty 3
Mobile phonesqty 8
Power banksqty 8
PA system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
First aid kitsqty 2
Fire extinguishersqty 2
Walkie-talkiesqty 12
Flashlightsqty 8
Charging stationsqty 2
Tool casesqty 2
Hand trucksqty 2

Lighting

Work lightsqty 6
String lightsqty 8
Battery lanternsqty 12

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6

Tableware

Reusable cupsqty 400
Reusable platesqty 250
Cutlery setsqty 250
Coffee cupsqty 150

Catering

Groceries
- Coffee - 8 packs
- Tea - 12 boxes
- Sugar - 3 kilograms
- Milk - 20 liters
- Oat milk - 6 liters
- Hot chocolate - 10 liter
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Sports drink - 24 bottles
- Apple juice - 12 liters
- Alcohol-free beer - 48 cans
- Beer - 96 cans
- Mulled wine - 12 liters
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Mandarins - 8 kilograms
- Grapes - 5 kilograms
- Muesli bars - 400 pieces
- Currant buns - 250 pieces
- Mini butter - 150 pcs
- Young cheese - 4 kilograms
- Hummus - 3 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 5 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 5 kilograms
- Bar snacks - 5 kilogram
- Salt sticks - 8 bags
- Mini sausages - 8 kilogram
- Puff pastry snacks - 600 pieces
- Flamin' hot snacks - 400 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Sambal - 2 jars
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Baguettes - 20 pieces
- Unsalted butter - 2 kilograms
- Vegan toppings - 3 kilograms
- Cheese toastie - 3 kilograms
- Tomato soup - 15 liters
- Vegetable soup - 15 liters
- Soup croutons - 6 bags
- Mulled wine spices - 10 bags
- Lemons - 3 kilogram
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Disposable cups - 500 pieces
- Stirrers - 500 pieces
- Trash bags - 100 pieces
- Cleaning wipes - 6 packs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Toilet paper - 48 rolls
- Hand sanitizer - 8 bottles
- Bandages - 4 boxes
- Ice bag sacks - 20 sacks
- Coffee cups - 400 pieces
- Sugar sachets - 500 pieces
- Lemonade syrup - 4 bottles
- Vegan snacks - 200 pieces
- Gluten-free snacks - 100 pieces

Decorations

New Year's Eve decorations
Balloonsqty 200
Buntingqty 12
Marker tapeqty 6
Route bannersqty 10
Prize tableclothqty 2

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Work glovesqty 12
Litter pickersqty 4

Tips

Buy one bib number and at least four safety pins per runner, then add a small spare batch for damaged or dropped items. Sort the bibs before race day so registration does not become a bottleneck.
Plan route signs and marker cones for every junction, turn and unclear section, with extra signs available if weather or darkness reduces visibility. Pack barrier tape and reflective vests with the route team rather than leaving them at the finish area.
Provide one sports bottle per runner if bottles are part of the plan, plus a separate supply for volunteers and the first-aid point. Put bottles, medals and prizes in clearly labelled boxes so the finish crew can work without searching.
Test the time registration system, laptops, tablets and stopwatches at least one day before the run. Charge every device and power bank, and bring extension cords and power strips for the registration and finish areas.
Prepare the event-day equipment in separate boxes: registration materials, route equipment, safety gear and finish-line supplies. Count tables, chairs, waste bins and clothes racks before loading so missing bulky items are found before the venue opens.

Frequently asked questions

What do I need to buy for a New Year's Eve run?: Plan for bib numbers, four safety pins per runner, medals, route signs, marker cones, reflective vests, flashlights and barrier tape. You may also need tables, chairs, registration equipment, timing equipment, power supplies and a PA system.
How many safety pins do I need per runner?: Allow four safety pins per runner: two for each side of the bib. Add around 5–10% extra for lost or faulty pins, especially if registration takes place outdoors.
How many route signs and cones do I need?: Place a sign or cone at every turn, junction and confusing section of the route, then add at least 10% spare markers. Walk or cycle the route before race day to confirm the exact number rather than estimating from distance alone.
When should I prepare the shopping for a New Year's Eve run?: Complete the main shopping at least 3–5 days before the run. Check batteries, charging equipment, printed bibs and weather-sensitive supplies again the day before, when the forecast and route conditions are clearer.

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