What You Need for a School Run

Use this shopping list to prepare the start, route and finish of a school run without last-minute gaps. Plan equipment for registration, race numbers, route marking, timing, volunteer coordination and first aid. Quantities depend on the number of runners, but the guidance below helps you scale the essentials before ordering. Check power, printing and weather protection at least one week before race day, because these are often arranged too late.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Foldable tablesqty 8
Chairsqty 40
Clothes racksqty 4
Crowd control barriersqty 20

Sports equipment

Bib numbersqty 400
Start number bandsqty 400
Medalsqty 400
Route arrowsqty 50
Kilometer markersqty 10
Marker conesqty 80
Ribbonsqty 10
Stopwatchesqty 6
Clipboardsqty 12
Whistlesqty 12
Safety vestsqty 30
Starter pistol
Finish arch
First aid kitsqty 3
Ice packsqty 20
Emergency blanketsqty 10
Disposable glovesqty 100

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Mobile phonesqty 8
Laptopqty 2
Printer

Tableware

Reusable cupsqty 500
Reusable platesqty 300
Cutlery setsqty 300
Coffee potsqty 6
Water jugsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 4
Knivesqty 8
Serving spoonsqty 8
Serving plattersqty 12
Water dispensersqty 4

Cleaning

Waste binsqty 20
Dustpan and brushqty 4
Bucketsqty 6
Mopsqty 6
Cleaning glovesqty 12

Lighting

Work lightsqty 6
LED lampsqty 10

Catering

Groceries
- Flat mineral water - 300 liters
- Sparkling mineral water - 60 liters
- Apple juice - 30 liters
- Orange juice - 30 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Lemonade syrup - 12 liters
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 300 bags
- Hot chocolate - 10 liter
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Teaspoons - 300 pieces
- Stirrers - 500 pieces
- Coffee filters - 100 pieces
- Apples - 250 pieces
- Bananas - 250 pieces
- Mandarins - 200 pieces
- Grapes - 20 kilos
- Cucumbers - 20 pieces
- Carrots - 10 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Whole-grain muesli bars - 400 pieces
- Currant buns - 300 pieces
- Whole wheat bread - 12 loaves
- White rolls - 150 pieces
- Wholemeal rolls - 150 pieces
- Young cheese - 8 kilos
- Turkey breast - 5 kilos
- Hummus - 4 kilos
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Butter - 2 kilos
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Salt - 1 kilo
- Pepper - 250 gram
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 100 pieces
- Compostable snack boxes - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls

Tips

Prepare one bib number and one start number band for every runner, plus at least 10% extra for late registrations, damaged numbers or replacements.
Use one route arrow at each turn and repeat signs where runners could hesitate. Add a kilometre marker at every kilometre and keep spare cones and ribbons for windy or busy sections.
Allow one registration table and two chairs for each 100 runners, then add a separate table for late entries, permissions or dietary information if those are collected on site.
Test the printer, laptop, speakers, microphone, mixer, extension cords and power strips at least two days before the run. Bring power banks and charged mobile phones in case the venue power supply is limited.
Count one medal and one reusable cup per participant, with at least 5% extra. Set up the finish arch, barriers and tents before runners arrive so the finish area does not become crowded.

Frequently asked questions

What do I need for a school run?: You need race numbers and bands, route arrows, kilometre markers, cones, timing equipment, safety vests, barriers, registration furniture and finish-area supplies. For 100 runners, start with 100 complete race-number sets, 100 medals and about 105 reusable cups.
How many bib numbers should I order for a school run?: Order one bib number per registered runner and add at least 10% extra. For 200 runners, prepare 220 numbers so you can cover late registrations, printing errors and replacements.
How many route signs are needed for a school run?: Use at least one arrow at every turn, with extra arrows before complex junctions or places where the route is easy to miss. Mark each kilometre and keep 10% spare signs, cones and ribbons for changes on the day.
When should I prepare the school run equipment?: Print starting lists and test all electronic equipment at least two days before the event. Put route signs, barriers, tents and registration tables on the setup schedule for the day before whenever access to the site allows it.

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.