Running race shopping list

A running race needs more than bib numbers and medals. You will need supplies for registration, the start and finish area, route marking, water stations, volunteers and changing weather. Use the participant count as your baseline, then add a small buffer for damaged bibs, late entries and extra drinks. Buy or collect consumables several days before race day, and test equipment before volunteers arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Clothes racksqty 2
Tableclothsqty 12

Sports equipment

Bib numbersqty 350
Race bib strapsqty 350
Running medalsqty 350
Water cupsqty 1500
Drink cratesqty 20
Conesqty 80
Barrier tapeqty 20
Traffic barriersqty 30
Start and finish arch
Kilometer markersqty 10
Stopwatchesqty 6
Measuring tape
Trophiesqty 6
Starter pistol

Signage

Route arrowsqty 40
Information boardsqty 12
Parking signsqty 8
Plate holdersqty 20
Directional signsqty 20

Equipment

Laptopqty 2
Printer
Mobile phonesqty 8
Walkie-talkiesqty 12
Power banksqty 8
Extension cordsqty 6
Power stripsqty 6
Sound system
Microphonesqty 2
Speakersqty 2

Lighting

Work lightsqty 4
String lightsqty 4

Tableware

Reusable cupsqty 500
Platesqty 300
Cutlery setsqty 300
Coffee cupsqty 100
Pitchersqty 12
Thermos flasksqty 8

Kitchen

Coolersqty 8
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Bread basketsqty 6
Corkscrewsqty 2

Safety

First aid kitsqty 3
Disposable glovesqty 100
Emergency blanketsqty 20
Cooling packsqty 20
Safety vestsqty 30
Flashlightsqty 8

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4

Catering

Groceries
- Spa Blue - 450 bottles
- Spa Rood - 100 bottles
- Sports drink - 120 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Ice cubes - 20 bags
- Whole wheat bread - 20 loaves
- White bread - 12 loaves
- Whole grain rolls - 250 pieces
- Kaiser rolls - 150 pieces
- Unsalted butter - 4 kilos
- Low-fat margarine - 3 tubs
- Young cheese - 8 kilos
- Aged cheese - 5 kilos
- Sliced chicken breast - 4 kilos
- Ham - 4 kilos
- Hummus - 3 kilos
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 3 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumber - 15 pieces
- Tomatoes - 8 kilo
- Lettuce - 10 heads
- Bell peppers - 5 kilos
- Apples - 300 pcs
- Bananas - 250 pieces
- Oranges - 150 pieces
- Grapes - 15 kilos
- Muesli bars - 400 pieces
- Currant buns - 250 pieces
- Gingerbread - 10 packs
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salted peanuts - 6 bags
- Rice cakes - 8 packs
- Gluten-free crackers - 6 packs
- Vegan toppings - 3 kilos
- Gluten-free bread - 6 loaves
- Vegan cookies - 100 pieces
- Gluten-free cookies - 50 pieces
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 2 bottles
- Herb butter - 3 tubs
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 150 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Cleaning wipes - 4 packs
- Disinfectant spray - 4 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Bread bags - 300 pieces
- Paper carrier bags - 250 pieces
- Coffee filters - 500 pieces
- Firelighters - 2 boxes

Tips

Prepare one bib number, strap and starter pack for every runner, plus 5–10% extra for replacements and late registrations. Keep the spare bibs separate so they do not get mixed into the sorted participant packs.
Plan roughly 0.5–0.75 litres of water per runner for a short race, more in warm weather. Add extra cups and at least one reserve drink crate for volunteers, officials and runners who finish later.
Use route arrows, kilometre markers, cones and barrier tape at every junction where a runner could hesitate. Walk or cycle the route once more on race morning; signs are often moved, hidden or removed overnight.
Allow one working stopwatch or timing device for the finish team and one backup, with a fully charged power bank for each critical phone or timing device. Test the timing setup and sound system before the first runner arrives.
Do not leave signs, traffic barriers, tents, tables and volunteer instructions until race morning. Sort these into route, start/finish, registration and refreshment groups at least one day beforehand, so each team can collect the right materials quickly.

Frequently asked questions

How many water cups do I need for a running race?: Allow at least two cups per runner for one water station, then add 10% for spills and volunteers. For 200 runners, that means about 440 cups; hot weather or multiple stations requires more.
How many spare race bibs should I buy?: Prepare 5–10% spare bibs and straps in addition to the registered field. For 300 runners, keep 15–30 complete spare sets available for damaged numbers, changes and late registrations.
When should I buy supplies for a running race?: Buy consumables such as cups, drinks and printing supplies 3–7 days before the race. Confirm rented or borrowed equipment, tents, barriers and tables at least 1–2 weeks ahead.
What do I need for the running race start and finish area?: Plan for a start and finish arch, bibs and straps, timing devices, a starter pistol, signage, tables, chairs, medals and trophies. Set up and test the area at least 2 hours before the first start.

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.