What you need for a running race

A running race needs more than bib numbers and medals. You’ll need supplies for registration, course marking, timing, safety, drink stations and the finish area, plus practical equipment for volunteers and catering. Order printed items and rented equipment early: bib numbers, medals, toilets and barriers can take longer to arrange than expected. Use this list to check what must be bought, hired or brought to the course before race day.

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What to bring

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

Furniture

Party tentsqty 2
Registration tablesqty 4
Foldable tablesqty 8
Folding chairsqty 40
Waste binsqty 8

Equipment

Time registration system
Laptop
Printer
Extension cordsqty 4
Power stripsqty 3
Megaphoneqty 2
Walkie-talkiesqty 8

Sports equipment

Bib numbersqty 180
Safety pinsqty 400
Marker conesqty 80
Crowd barriersqty 20
Route arrowsqty 50
Kilometer markersqty 10
Starting ribbon
Finish arch
Medalsqty 180
Cupsqty 6
Stopwatchesqty 4
First aid kitsqty 2
Ice packsqty 20
Thermal labelsqty 20
Conesqty 30

Tableware

Reusable cupsqty 250
Platesqty 200
Cutlery setsqty 200
Coffee cupsqty 80

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Cutting boardsqty 3
Serving plattersqty 12

Decorations

Start and finish flagsqty 6
Stage signsqty 3

Lighting

LED lightsqty 6

Cleaning

Trash bag holdersqty 8
Cleaning bucketsqty 3
Floor squeegeesqty 2
Broom setsqty 3

Catering

Groceries
- Still water - 240 bottles
- Sparkling water - 120 bottles
- Sports drink - 120 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange juice - 12 cartons
- Apple juice - 12 cartons
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Bananas - 15 kilos
- Apples - 15 kilo
- Oranges - 10 kilos
- Grapes - 8 kilos
- Muesli bars - 200 pieces
- Energy gels - 180 pieces
- Raisin buns - 180 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Cheese - 5 kilos
- Cold cuts - 4 kilos
- Hummus - 3 kilos
- Jam - 6 jars
- Peanut butter - 4 jars
- Butter - 2 kilos
- Cucumbers - 6 kilos
- Tomatoes - 6 kilos
- Lettuce - 10 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Paper napkins - 500 pieces
- Disposable cups - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Disinfectant wipes - 6 packs

Tips

Plan one registration place with enough tables, chairs, a laptop, printer and extension leads. Bring spare paper, markers and safety pins; these small items are often missed when bibs are ordered.
Mark every kilometre and turn clearly with route arrows, cones and marker tape or labels. Walk or drive the full course no later than the day before and bring extra cones for signs that move or disappear.
Prepare at least one drink station for each planned service point, with cups, reusable cups if applicable, tables and waste bins. Put out more cups than the exact runner count because volunteers and accompanying people may also use them.
Keep first aid kits and ice packs at the start, finish and with the medical support team. Add walkie-talkies or another communication method so volunteers can report a fall, missing sign or delayed runner immediately.
Test the time registration system, stopwatches, laptop, printer and power strips before setup is complete. Charge or replace batteries and keep a manual backup for recording finishers if the system fails.

Frequently asked questions

What do I need for a running race registration desk?: Prepare registration tables, chairs, a laptop, printer, power strips, extension cords, bib numbers, safety pins and markers. Have the desk ready at least 60 minutes before registration opens, with bibs sorted in runner order.
How many cups do I need for a running race?: Allow at least 1.5 cups per expected runner for each drink station, then add 10% extra for spills, volunteers and spectators. Order more if runners can pass the station more than once.
How early should I order running race medals and bib numbers?: Order bib numbers and medals at least 4 to 6 weeks before race day, especially when names, numbers or custom printing are involved. Check the delivery date before opening registration.
What safety equipment is needed for a running race?: Have first aid kits, ice packs, cones, route arrows, kilometre markers and crowd barriers where needed. Confirm the medical team, traffic controllers and course signage no later than 1 week before the race.

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