What you need for a sponsor walk

A sponsor walk needs more than registration forms and refreshments. You will need clear route signage, visible safety equipment, supplies for checking participants and practical equipment for the start and rest stop. Plan quantities around your participant list, then add a small reserve for lost bib numbers, extra drinks and last-minute registrations. Buy or collect disposable and printed items several days before the walk, and check borrowed equipment the day before setup.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
Beer tablesqty 6

Route signage

Route arrowsqty 45
Route signsqty 12
Barrier tapeqty 4
Traffic conesqty 12
Route mapsqty 120

Registration

Bib numbersqty 120
Clipboardsqty 6
Ballpoint pensqty 30
Permanent markersqty 12
Cash box
Payment terminal
Tableclothsqty 8

Sports equipment

Safety vestsqty 20
Wristbandsqty 120
Whistlesqty 8
Walkie-talkiesqty 8

Tableware

Mugsqty 120
Glassesqty 150
Soup bowlsqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving spoonsqty 6
Serving jugsqty 6

Lighting

LED lampsqty 8
Extension cordsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 6

Cleaning

Waste binsqty 8
Hand broomsqty 4
Dustpan and brushqty 3

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee cream - 4 packets
- Stirrers - 150 pieces
- Still water - 120 bottles
- Sparkling water - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange juice - 12 liters
- Sports drink - 48 bottles
- Soup vegetables - 8 kilos
- Vegetable stock - 2 packs
- Tomato soup - 8 liters
- Vegetable soup - 8 liters
- Whole wheat bread - 20 loaves
- White bread - 10 loaves
- Gluten-free bread - 4 loaves
- Young cheese - 4 kilos
- Ham - 3 kilos
- Hummus - 2 kilos
- Semi-skimmed spread - 2 kilo
- Jam - 3 jars
- Cucumbers - 10 pieces
- Tomatoes - 5 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salted nuts - 6 bags
- Muesli bars - 150 pieces
- Bananas - 12 kilo
- Apples - 12 kilos
- Grapes - 6 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Ice cubes - 20 kilo
- Paper napkins - 600 pieces
- Paper cups - 300 pieces
- Stirring Spoons - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Cleaning sponges - 12 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles

Tips

Prepare at least one route arrow or sign for every decision point, plus a few spare signs. Use barrier tape and traffic cones where walkers could take a wrong turn or enter an unsafe area.
Bring one bib number, wristband and route map per participant, then pack roughly 5–10% extra. Keep clipboards, pens, permanent markers and the cash box together at registration.
For the first hour, allow two to three drinks per person, then add water or hot drinks for the rest stop. Use coolers for cold drinks and thermos flasks, kettles or soup kettles for anything served hot.
Give every route volunteer a safety vest and a way to communicate. One whistle per marshal and one walkie-talkie per key position is a practical minimum for a spread-out route.
Set out one table and two chairs for registration, with additional tables and chairs for refreshments and donations. Check the payment terminal, cash box and printed sponsor lists before participants arrive.

Frequently asked questions

What should I buy for a sponsor walk?: Plan for route arrows, route signs, barrier tape and traffic cones, plus bib numbers, wristbands, route maps and registration stationery. You will also need safety vests, whistles, communication equipment, serving items and hot- or cold-drink equipment.
How many bib numbers and route maps do I need?: Prepare one bib number and one route map per registered participant, then print 5–10% extra. For 100 walkers, that means at least 105–110 of each item.
How many drinks do I need for a sponsor walk?: Budget two to three drinks per person for the first hour, then add extra for the rest stop and volunteers. For 100 participants, start with 200–300 servings for the first hour and increase the total if the walk lasts longer or the weather is warm.
When should I buy the sponsor walk supplies?: Buy printed materials, signage and registration supplies at least 3–5 days before the walk. Check tables, chairs, tents, coffee machines, kettles and communication equipment the day before, so missing or faulty items can still be replaced.

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.