What you need for a school race

A school race needs more than bibs and medals. You will need clearly marked routes, equipment for checkpoints, a controlled start and finish area, refreshments, and reliable communication between volunteers. This shopping list covers the practical items to buy or bring, from barrier tape and kilometre markers to clipboards, stopwatches and rechargeable batteries. Check quantities against your participant count, number of starter groups and volunteer posts before ordering.

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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 40
Bar stoolsqty 6
Tablecloth coversqty 10

Sports equipment

Bib numbersqty 350
Safety pinsqty 800
Start and finish arch
Route arrowsqty 80
Kilometer markersqty 10
Barrier tapeqty 8
Traffic conesqty 40
Traffic barriersqty 20
Stopwatchesqty 8
Whistlesqty 10
Medalsqty 350
Cupsqty 12
Prizesqty 12
Clipboardsqty 12
Pensqty 40

Equipment

Megaphonesqty 3
Speakersqty 2
Mixer
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 8
Coolersqty 6
Thermos flasksqty 6
First aid kitsqty 3
Blanketsqty 20
Flashlightsqty 6
Walkie-talkiesqty 10

Tableware

Reusable cupsqty 500
Reusable platesqty 400
Cutlery setsqty 400
Serving plattersqty 20
Serving jugsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 4
Pliersqty 8
Measuring cupsqty 4
Coffee filtersqty 200

Cleaning

Waste binsqty 12
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning glovesqty 8
Towelsqty 12
Hand sanitizer pumpsqty 6

Lighting

LED lampsqty 8

Decorations

Buntingqty 12
Balloonsqty 200
Balloon weightsqty 12
Arrow bannersqty 10

Catering

Groceries
- Spa Blauw - 400 bottles
- Spa Rood - 100 bottles
- Apple juice - 30 liters
- Orange juice - 30 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 24 bottles
- Lemonade - 30 liter
- Coffee beans - 4 kilograms
- Tea bags - 200 pieces
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Milk - 20 liters
- Oat milk - 8 liters
- Sugar - 3 kilograms
- Sweetener - 300 pieces
- Lemon slices - 5 kilograms
- Ice cubes - 30 kilograms
- Whole wheat bread - 30 loaves
- White bread - 20 loaves
- Wholemeal rolls - 300 pieces
- Kaiser rolls - 200 pieces
- Young cheese - 8 kilograms
- Aged cheese - 5 kilograms
- Chicken breast slices - 5 kg
- Ham - 5 kilogram
- Hummus - 4 kilograms
- Cream cheese - 3 kilograms
- Peanut butter - 3 kilogram
- Strawberry jam - 3 kilograms
- Margarine - 3 kilogram
- Cucumbers - 25 pieces
- Tomatoes - 12 kilograms
- Lettuce - 20 heads
- Bell peppers - 8 kilogram
- Apples - 350 pieces
- Bananas - 350 pieces
- Mandarins - 250 pieces
- Grapes - 20 kilograms
- Muesli bars - 400 pieces
- Currant buns - 250 pieces
- Plain chips - 20 bags
- Paprika chips - 20 bags
- Pretzels - 10 bags
- Rice cakes - 15 packs
- Gluten-free crackers - 8 packs
- Vegan spreads - 4 kilograms
- Mayonnaise - 4 liters
- Ketchup - 4 liters
- Mustard - 2 liters
- Yogurt dressing - 3 liters
- Salt - 1 kilogram
- Pepper - 500 grams
- Napkins - 1500 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 6 bottles
- Hand soap - 10 bottles
- Hand sanitizer - 10 bottles
- Nitrile gloves - 500 pieces
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Reusable food containers - 30 pieces
- Cooler bags - 40 pieces
- Stirrers - 500 pieces
- Paper coffee cups - 500 pieces
- Wooden popsicle sticks - 500 pieces
- Teaspoons - 300 pieces
- Syrup - 6 bottles
- Carbonated water - 100 liters
- Sunflower oil - 2 liters
- Chocolate cookies - 20 packs

Tips

Prepare one bib number and at least two safety pins per runner, then add a small spare pack for lost or damaged numbers. Keep the spare pins with registration rather than at the finish line.
Plan route marking before race day: use arrows, cones, barriers and tape at every turn, crossing and checkpoint. Walk the route once after setting it up so missing or unclear signs can be replaced.
Give each checkpoint a clipboard, pens, a stopwatch and a whistle. Pack the equipment by checkpoint in separate bags so volunteers can collect a complete set instead of searching through one large box.
Provide drinking cups and coolers at the points where runners and volunteers will need them, and use thermos flasks if hot drinks are planned. Bring reusable cups in a clearly labelled crate and count them back in afterwards.
Test the megaphones, microphones, speakers, mixer, extension cords and power strips before the event. Charge all rechargeable batteries the evening before and keep one charged backup available for race announcements.

Frequently asked questions

What equipment do I need for a school race?: Plan for bib numbers, safety pins, route arrows, kilometre markers, cones, barrier tape, stopwatches and whistles. You will also need medals or prizes, drinking cups, clipboards, pens and communication equipment for the start, finish and checkpoints.
How many safety pins do I need for a school race?: Allow two safety pins per participant, so a race with 120 runners needs at least 240 pins. Add around 10% extra for lost or faulty pins, bringing the example total to about 265.
How many route markers do I need for a school race?: The number depends on the route, but place a visible arrow at every turn and repeat markers after confusing crossings. Count the turns and checkpoints during a route walk, then order extra signs so you can replace damaged or missing markers on the day.
When should I buy supplies for a school race?: Order medals, prizes, bib numbers and printed materials at least two to three weeks before race day. Check sound equipment, batteries, power supplies and route-marking gear during the week before the race, with a final packing check the day before.

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