What you need for a Polder Run

A Polder Run needs more than race numbers and medals. You need clear route markers, equipment for registration and timekeeping, supplies for volunteers, and a safe finish area. Buy or borrow items according to your confirmed participant count, then add spares for weather, damage and late registrations. This checklist helps you check the practical details before shopping, especially the small items that are easy to leave until race morning.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Clothes racksqty 2
Start arch
Finish arch
Crowd control barriersqty 20

Sports equipment

Route arrowsqty 40
Kilometer markersqty 12
Traffic conesqty 40
Bib numbersqty 350
Safety pinsqty 800
Time-tracking chipsqty 350
Spare wristbandsqty 50
Starting ribbonsqty 3
Stage elementsqty 3
Medalsqty 350
Prizesqty 12
First aid kitsqty 2
Emergency blanketsqty 20
Thermal blanketsqty 10
Route bibsqty 20
Traffic marshal vestsqty 12
Megaphonesqty 3
Flashlightsqty 10

Equipment

Laptopqty 2
Tabletsqty 3
Printer
Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 6
Hand tally countersqty 4
Walkie-talkiesqty 10
Laminator
Laminator sleevesqty 50

Lighting

LED work lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 400
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Pouring jugsqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 20
Corkscrewqty 2

Decorations

Bannersqty 6
Sponsor bannersqty 12
Tableclothsqty 10

Cleaning

Waste binsqty 8
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand soap dispensersqty 6

Catering

Groceries
- Spa Blauw - 24 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sports drink - 24 bottles
- Isotonic Drink Powder - 2 bags
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Honey - 2 jars
- Bananas - 12 kilograms
- Apples - 10 kilograms
- Mandarins - 6 kilograms
- Grapes - 5 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Peppers - 3 kilograms
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Whole grain buns - 80 pieces
- Raisin buns - 100 pieces
- Mini wraps - 100 pieces
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Chicken breast slices - 3 kilograms
- Ham - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Halal chicken topping - 2 kilograms
- Vegan toppings - 2 kilogram
- Butter - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Honey mustard - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Spice mix - 2 jars
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Mixed nuts - 4 kilograms
- Muesli bars - 400 pieces
- Energy bars - 250 pieces
- Raisin buns individually - 150 pieces
- Gingerbread - 6 packs
- Cookies - 8 packs
- Chocolate cookies - 6 packs
- Gluten-free rolls - 20 pieces
- Vegan cookies - 6 packs
- Sugar-free bars - 30 pieces
- Banana bread - 4 pieces
- Ice cubes - 20 kilograms
- Coffee filters - 2 packs
- Tea filters - 1 pack
- Wooden stirrers - 500 pieces
- Napkins - 1000 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 4 rolls
- Biodegradable gloves - 4 boxes
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Disinfectant spray - 4 bottles
- Hand sanitizer - 8 bottles
- Cleaning wipes - 6 packs
- Toilet cleaner - 3 bottles
- All-purpose cleaner - 4 bottles
- Laundry detergent - 1 bottle
- Paper towels - 12 packs

Tips

Buy bib numbers, safety pins and any route bibs for every registered runner, plus at least 5–10% extra for late entries, damaged numbers and replacements.
Plan route marking by the actual course map: allow one marker at every turn, a kilometre marker at each kilometre, and extra arrows before confusing junctions. Pack spare arrows and traffic cones for the route check.
Prepare a separate volunteer and safety kit before shopping day. Include traffic marshal vests, megaphones, flashlights, first aid kits and emergency or thermal blankets, with enough equipment for every staffed point.
Do not leave timing equipment testing until the start. Charge and test the laptop, tablets, printer and time-tracking chips at least 24 hours beforehand, and keep a printed starting list as a backup.
Set aside finish-line supplies separately from registration materials. Medals, prizes, starting ribbons, sound equipment and the start and finish arches are often remembered only when the first runners are already arriving.

Frequently asked questions

How many race bibs and safety pins do I need for a Polder Run?: Prepare one bib and one set of safety pins per registered participant. Add 5–10% spare bibs and pins so you can handle late registrations, printing errors or lost numbers.
How many route arrows do I need for the Polder Run course?: Count the turns and junctions from the final route map, then place at least one arrow at every decision point. Add roughly 10–20% extra markers for unclear approaches, damaged signs and route changes after the course check.
When should I test the Polder Run timing equipment?: Test the time-tracking chips, laptop, tablets and printer at least 24 hours before the start. Run a complete test with sample participants and keep printed starting lists available in case the digital system fails.
How many first aid kits and emergency blankets are needed?: Provide at least one first aid kit at the start or finish and one for each separately staffed course or traffic point. Have one emergency or thermal blanket per expected first-aid intervention, plus several spares for cold or wet weather.

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