What to buy for a New Year's run

A New Year's run needs more than bib numbers and medals. You also need supplies for a marked route, volunteer posts, participant check-in, timing, refreshments and a safe start and finish area. Use the quantities below as a planning baseline, then adjust them to your participant count and route length. Buy disposable supplies, drinks and snacks early, and check batteries, charging equipment and lighting before race day.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Coat racksqty 3
Clothes hangersqty 150

Sports equipment

Bib numbersqty 350
Safety pinsqty 800
Medalsqty 350
Route arrowsqty 40
Kilometer markersqty 10
Starting ribbonsqty 8
Traffic conesqty 40
Crowd barriersqty 20
Barrier tapeqty 8
Reflective vestsqty 20
Stopwatchesqty 6
Clipboardsqty 10
Pensqty 40

Equipment

Time registration system
Laptopsqty 2
Walkie-talkiesqty 12
Mobile phonesqty 6
Speakersqty 2
Microphone
Mixer
Extension cordsqty 8
Power stripsqty 6
Charging stationsqty 3

Lighting

LED string lightsqty 8
LED work lightsqty 6
Headlampsqty 12

Tableware

Reusable cupsqty 500
Coffee cupsqty 120
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 12
Food containersqty 20
Thermal carafesqty 4

Decorations

Balloonsqty 250
Buntingqty 12
Start and finish bannerqty 2
Tableclothsqty 10
Prize trophiesqty 12

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Hand broomsqty 4
Toilet brushesqty 4
Hand sanitizer pumpsqty 8
Paper dispensersqty 4
First aid kitsqty 2
Emergency blanketsqty 20
Ice packsqty 20

Catering

Groceries
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 8 crates
- Beer - 6 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Prosecco - 18 bottles
- Hot chocolate - 12 liters
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 aerosol cans
- Lemon slices - 4 nets
- Apples - 15 kilogram
- Bananas - 12 kilograms
- Mandarins - 10 kilogram
- Raisins - 4 kilograms
- Muesli bars - 400 pieces
- Energy gels - 250 pieces
- Currant buns - 250 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Mini rolls - 300 pieces
- Butter - 3 kilograms
- Young cheese - 4 kilograms
- Hummus - 3 kilograms
- Peanut butter - 4 jars
- Jam - 4 jars
- Egg salad - 3 kilograms
- Chicken salad - 3 kilograms
- Cucumber - 5 kilograms
- Tomatoes - 5 kilograms
- Lettuce - 12 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Cheese cubes - 5 kilogram
- Olives - 3 kilograms
- Mixed nuts - 4 kilogram
- Mini gherkins - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Tomato soup - 20 liters
- Vegetable soup - 20 liters
- Baguettes - 20 pieces
- Croutons - 3 bags
- Herb butter - 3 kilograms
- Vegan sandwiches - 60 pieces
- Gluten-free sandwich rolls - 30 pieces
- Vegan toppings - 2 kilogram
- Gluten-free toppings - 1 kilogram
- Diet biscuits - 4 packs
- Champagne glasses - 250 pieces
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 3 bottles
- Disinfectant wipes - 12 packs
- Sponges - 12 pieces
- Cleaning gloves - 12 pairs
- Trash bags - 150 pieces
- Freezer bags - 4 boxes
- Ziplock bags - 4 boxes

Tips

Plan one bib number and at least two safety pins per participant, plus 5–10% extra for replacements and late changes. Sort bibs, shirts and pins before race day so registration does not become a bottleneck.
Allow two to three drinks per participant for the first hour, then add more for a longer route or mild weather. Chill drinks at least 12 hours beforehand and keep a separate supply for volunteers and first aid.
Prepare one route-arrow set for every turn, one kilometre marker for each kilometre, and 10–20% extra signs. Pack spare tape, traffic cones and reflective vests so route-post volunteers can correct missing or damaged signs quickly.
Give each checkpoint a clipboard, pens, a charged phone or walkie-talkie, and a simple emergency contact list. Test the time registration system, stopwatches and laptops at least one day before the run.
Provide one table and two chairs for every busy registration or refreshment point, adding a covered party tent if the forecast is wet or cold. Charge phones, walkie-talkies and other equipment overnight, and bring extension cords, power strips and LED string lights for dark areas.

Frequently asked questions

How many safety pins do I need for a New Year's run?: Plan two safety pins per participant, plus 5–10% extra. For 100 runners, that means 210–220 pins, packed with the bib numbers before registration opens.
How much water and how many drinks should I buy for a New Year's run?: Use two to three drinks per participant for the first hour, then add more for a longer route or warmer conditions. For 100 participants, start with 200–300 drinks and include a separate allowance for volunteers.
How many route signs do I need for a New Year's run?: Prepare one arrow for every turn, one kilometre marker per kilometre, and 10–20% spare signs. A five-kilometre route with 18 turns therefore needs at least 23 signs before adding spares.
When should I buy supplies for a New Year's run?: Buy bibs, medals, signs, safety equipment and volunteer supplies at least two weeks ahead. Purchase fresh snacks and drinks 1–2 days before the run, then chill drinks at least 12 hours before the start.

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