What you need for a senior walk

A senior walk needs more than bib numbers and medals. Plan supplies for the route, start and finish area, refreshments, volunteer coordination and basic first aid. Quantities depend on the number of walkers, but water, cups, signage and seating are easy to underestimate. Buy disposable items at least one week ahead, and check equipment such as the sound system, coolers and stopwatches before event day.

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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
High tablesqty 4
Waste binsqty 8

Sports equipment

Bib numbersqty 180
Race bib strapsqty 180
Finish ribbonqty 2
Running medalsqty 180
Route arrowsqty 45
Traffic conesqty 60
Crowd barriersqty 20
Water jerry cansqty 12
Disposable cupsqty 700
Stopwatchesqty 4
Reflective vestsqty 20
Course tapeqty 6

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Blanketsqty 20
First aid kitsqty 2
Mobile phonesqty 6

Tableware

Reusable cupsqty 250
Platesqty 200
Cutlery setsqty 200
Coffee cupsqty 100

Kitchen

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

Decorations

Start/finish arch
Buntingqty 8
Program boardsqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Broom setsqty 3
Mop setsqty 2
Bucketsqty 4
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Sports drink - 12 bottles
- Apples - 12 kilograms
- Bananas - 10 kilograms
- Mandarins - 8 kilograms
- Grapes - 6 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Mini raisin buns - 200 pieces
- Whole wheat bread - 10 loaves
- White rolls - 120 pieces
- Whole grain buns - 80 pieces
- Young cheese - 5 kilogram
- Cooked ham - 3 kilograms
- Chicken breast - 3 kilograms
- Hummus - 2 kilograms
- Margarine - 2 kilograms
- Cucumbers - 8 pieces
- Tomatoes - 5 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 2 kilogram
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Cleaning wipes - 4 packs
- Disinfectant wipes - 4 packs
- Toilet cleaner - 3 bottles

Tips

Allow two disposable cups per participant if you are serving water at the start and finish, then add 10% extra for spills and replacements. Use water jerry cans and coolers so supplies can be placed along the route or kept cold at the venue.
Prepare one bib number and one race bib strap per registered walker, plus at least 5% spare numbers for late changes or damaged bibs. Sort the bibs before opening the venue so registration does not become a queue.
Use route arrows, course tape and traffic cones at every turn, crossing and section that could cause doubt. Pack a separate bag for each route section and keep extra signs for weather damage or missing markers.
Provide one reflective vest for every traffic controller or route volunteer, with a few spares. Put the vests, mobile phones and first aid kits together so volunteers can collect them during the briefing.
Plan seating as well as standing space: provide chairs for walkers who need a rest and high tables for quick registration or refreshments. Check extension cords and power strips before bringing the sound system, microphones and coffee machines outside.

Frequently asked questions

How much water do I need for a senior walk?: Plan around 500 ml per participant for a short walk, plus 10% extra for warm weather and spills. If the route lasts several hours, add a water point and increase the amount based on the forecast and route length.
How many spare bib numbers should I buy?: Buy one bib number and strap per registered participant, then add 5% spare bibs. For 100 walkers, that means 105 bib numbers and 105 straps.
What should I buy for route safety?: Use route arrows, course tape, traffic cones, crowd barriers and reflective vests for the people managing crossings. Prepare these supplies at least one day before the walk so signs can be checked on the full route.
When should I prepare the senior walk shopping list?: Order bib numbers, medals and other event-specific supplies at least two weeks before the walk. Buy drinks, cups and fresh refreshments during the final week, then chill the drinks on the day before the event.

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