What you need for a running race

A running race needs more than bib numbers and medals. You also need clear route marking, a reliable water setup, equipment for timing, and practical supplies for volunteers at the start and finish. Buy or collect items early enough to test the timing system and inspect every sign, cable and battery. This checklist covers the equipment that is easy to overlook when preparing a race for participants, marshals and first-aid staff.

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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 30
Beer tablesqty 4
Tableclothsqty 10
Luggage racksqty 4

Sports equipment

Bib numbersqty 250
Race bib strapsqty 250
Medal ribbonsqty 250
Finish arch
Route arrowsqty 40
Kilometer markersqty 10
Traffic conesqty 80
Barrier tapeqty 12
Traffic barriersqty 20
Competition medalsqty 250
Stopwatchesqty 6
Whistlesqty 15
Safety vestsqty 20
Disposable cupsqty 1500
Water jerry cansqty 12
Coolersqty 6
Cable reelsqty 4
Extension cordsqty 6
Tool casesqty 2
Clipboardsqty 12
Pensqty 50
Permanent markersqty 12
Time registration system
Spare batteriesqty 24

Equipment

Mobile phonesqty 8
Walkie-talkiesqty 12
Sound system
Speakersqty 2
Microphone
Laptop
Printer
Payment terminalqty 2
Charging stationsqty 3

Tableware

Coffee potsqty 4
Thermos flasksqty 4
Mugsqty 50
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Serving jugsqty 6
Ice packsqty 24

Lighting

Work lightsqty 4
LED string lightsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cartsqty 2
First aid kitsqty 3

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon tea - 2 boxes
- Still mineral water - 180 liters
- Sparkling mineral water - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange juice - 24 liters
- Apple juice - 12 liters
- Sports drink - 48 bottles
- Isotonic drink powder - 4 kilos
- Ice cubes - 20 kilo
- Bananas - 12 kilo
- Apples - 10 kilos
- Oranges - 8 kilo
- Grapes - 5 kilos
- Whole wheat bread - 12 loaves
- White rolls - 150 pieces
- Raisin buns - 100 pieces
- Butter - 2 kilos
- Young cheese - 4 kilos
- Ham - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Jam - 6 jars
- Peanut butter - 4 jars
- Honey - 2 jars
- Muesli bars - 300 pieces
- Granola bars - 150 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snacks - 8 bags
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Salt - 1 kilo
- Pepper - 250 gram
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Tea towels - 12 pieces
- Nitrile gloves - 4 boxes
- Bandages - 10 boxes
- Sterile gauze pads - 10 packages
- Bandages - 12 rolls
- Disinfectant wipes - 6 packs
- Cold packs - 20 pieces
- Disposable rain ponchos - 50 pieces
- Paper cups - 1500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Labels - 4 packs
- Printer paper - 5 packs
- Ballpoint pens - 50 pieces
- Coffee filters - 2 packs
- Stir sticks - 1000 pieces
- Spice cake - 6 pieces
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Nut-free muesli bars - 50 pieces

Tips

Plan one race bib and one bib strap per participant, then add at least 5% spare sets for late registrations, damaged numbers and printing errors.
For every water station, prepare disposable cups, water jerry cans and coolers. Place extra cups and a permanent marker at the finish so volunteers can label or sort supplies quickly.
Buy or borrow route arrows, kilometre markers, traffic cones and barrier tape at least one week before race day. Walk the route with the signs and count the exact number needed rather than estimating from a map.
Test the time registration system with the stopwatches and keep spare batteries in a labelled box. Do a full start-to-finish test no later than the day before the race.
Give each volunteer who works on the route a safety vest and whistle. Pack clipboards, pens, permanent markers and a tool case together so missing equipment is noticed before deployment.

Frequently asked questions

How many spare race bibs should I buy for a running race?: Prepare one bib for every registered runner and add 5% to 10% spare bibs. For 100 runners, that means 105 to 110 bibs, plus the same number of bib straps if you use them.
How much water do I need for a running race?: As a starting point, allow 250 to 500 ml per runner at each water station, depending on the distance and weather. For 100 runners, one station therefore needs at least 25 to 50 litres, plus extra water for volunteers and a hot day.
When should I buy the race equipment?: Secure rented or hard-to-replace items at least 2 to 4 weeks before race day. Collect consumables such as cups, batteries, pens and barrier tape no later than 7 days beforehand, leaving time to check quantities.
How many medals and ribbons do I need for a running race?: Prepare one competition medal and one medal ribbon for every planned recipient, then add 5% spare. For 100 recipients, order 105 medals and 105 ribbons so a damaged item or last-minute change does not stop the presentation.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.