Obstacle race shopping list

An obstacle race needs more than obstacles. You also need clear course markers, participant supplies, safety equipment, registration furniture and a reliable setup for water and refreshments. Use this shopping list alongside the event plan to check what must be bought, hired or collected before race day. The details below focus on items that are easy to underestimate or arrange too late, especially bib numbers, barriers, extension leads, first-aid support and drinking water.

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What to bring

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

Furniture

Party tentsqty 4
Registration tablesqty 3
Beer tablesqty 8
Folding chairsqty 40
Bar stoolsqty 8
Clothes racksqty 2
Cratesqty 20

Sports equipment

Climbing netsqty 2
Crawl tunnelsqty 3
Bales of strawqty 20
Wooden climbing wallsqty 2
Mud pitsqty 3
Water tubsqty 4
Balance beamsqty 4
Tiresqty 40
Conesqty 60
Marker polesqty 40
Crowd control barriersqty 30
Ribbonsqty 10
Bib numbersqty 150
Safety pinsqty 300
Stopwatchesqty 6
Megaphonesqty 3
Medalsqty 150
Stage blocksqty 3

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Laptopsqty 2
Camera

Lighting

Work lightsqty 6
String lightsqty 8

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 20
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 8
Pliersqty 6
Ice packsqty 30

Cleaning

Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Decorations

Bannersqty 8
Buntingqty 10
Directional signsqty 20
Notice boardsqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Vestsqty 30
Flashlightsqty 8
Walkie-talkiesqty 12

Catering

Groceries
- Spa Blauw - 240 bottles
- Sparkling water - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Isotonic sports drink - 120 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Bananas - 12 kilo
- Apples - 10 kilos
- Oranges - 8 kilo
- Grapes - 6 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Muesli bars - 180 pieces
- Energy bars - 150 pieces
- Whole wheat bread - 20 loaves
- White rolls - 180 pieces
- Whole wheat bread rolls - 120 pieces
- Young cheese - 6 kilo
- Chicken breast slices - 5 kilos
- Hummus - 4 kilos
- Peanut butter - 3 jars
- Jam - 3 jars
- Low-fat margarine - 3 tubs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 2 bottles
- Herb mix - 4 sachets
- Vegetarian burgers - 80 pieces
- Burger buns - 100 pieces
- Hamburgers - 100 pieces
- Vegetarian frankfurters - 80 pieces
- Hot dogs - 80 pieces
- Hot dog buns - 160 pieces
- Fried onions - 4 bags
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Green salad - 8 kilos
- Corn - 12 cans
- Pickles - 6 jars
- Vegan mayonnaise - 2 jars
- Gluten-free rolls - 20 pieces
- Chocolate cookies - 8 packs
- Fruit bars - 100 pieces
- Ice lollies - 150 pieces
- Ketchup sachets - 200 pieces
- Mustard sachets - 150 pcs
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 12 packs
- Sponges - 20 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Barbecue charcoal - 4 bags
- Firelighters - 2 boxes
- Syrup - 6 bottles
- Herbal tea - 3 boxes
- Stirrers - 300 pieces
- Coffee filters - 2 boxes
- Cookies - 10 packs

Tips

Prepare at least one bib number and two safety pins per participant, plus a small reserve for replacements. Keep the numbers and pins at registration rather than unpacking them during the start rush.
Use cones, marker poles, ribbons and crowd-control barriers to define every crossing, turn and spectator boundary. Walk the course once after setup and add extra markers where participants could take a shortcut.
Plan power before delivery day: count every sound system, microphone, cooler and other powered item, then bring enough extension cords and power strips to reach them safely. Keep cables away from wet areas and running lanes.
Allow roughly 0.5 to 1 litre of drinking water per participant for the event, with more available in hot weather. Put coolers and crates at registration, the finish area and volunteer posts instead of keeping all drinks in one place.
Check medals, stopwatches and megaphones before participants arrive. Set aside the medals in finishing order if applicable, and keep one stopwatch and one communication method at the start, finish and key obstacle areas.

Frequently asked questions

How much water do I need for an obstacle race?: Plan around 0.5 to 1 litre per participant for the event, then increase the supply in hot weather or for longer courses. Add separate drinking water for volunteers and staff, and keep it in coolers near the start and finish.
How many bib numbers and safety pins should I buy?: Buy one bib number and two safety pins per registered participant, plus at least 5% extra for damaged or lost items. For 100 participants, that means 105 bib numbers and 210 safety pins.
How many cones and barriers are needed for an obstacle race?: There is no fixed number, but every turn, crossing, obstacle entrance and spectator boundary needs visible marking. Count the route sections during a walkthrough and add roughly 10% extra cones, ribbons or barriers for adjustments on race day.
When should I order obstacle race supplies?: Order specialist equipment, medals, bib numbers and furniture several weeks before the race, allowing time for delivery and replacements. Collect groceries and check consumables during the final few days, then inspect all course and safety equipment before setup.

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