What you need for a sponsored run

A sponsored run needs more than race numbers and a starting line. You will need clear route marking, safety equipment, tables for registration and refreshments, and reliable communication between volunteers. Buy or collect consumables early, then check borrowed equipment at least one week before race day. Plan separate supplies for participants, course marshals, first aid volunteers and the finish area so essential items do not end up in the wrong place.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 24
High tablesqty 4
Tableclothsqty 8

Sports equipment

Start arch
Route arrowsqty 30
Route signsqty 20
Conesqty 30
Crowd control barriersqty 12
Rolls of barrier tapeqty 8
Bib numbersqty 150
Safety pinsqty 300
Stopwatchesqty 4
Time clocksqty 2
Whistlesqty 8
Reflective vestsqty 20
Traffic conesqty 20
Changing matsqty 4

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Megaphoneqty 2
Notice boardsqty 2
Clipboardsqty 8

Tableware

Reusable cupsqty 200
Platesqty 150
Cutlery setsqty 150
Serving jugsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Bottle openersqty 3
Measuring cupsqty 2

First aid

First aid kitsqty 2
CPR Masksqty 2
Cold packsqty 12
Safety glovesqty 20

Decorations

Bannersqty 6
Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Prize certificatesqty 12

Cleaning

Broomqty 2
Dustpan and brushqty 2
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Waste binsqty 8

Catering

Groceries
- Spa Blauw - 180 bottles
- Spa Red - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 20 kilo
- Apples - 120 pieces
- Bananas - 100 pieces
- Grapes - 12 kilos
- Oranges - 60 pieces
- Muesli bars - 150 pieces
- Raisin buns - 100 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Sliced cheese - 4 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 6 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Gluten-free crackers - 4 packs
- Vegan spreads - 3 packages
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Bread bags - 200 pcs
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Hand soap - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Disinfectant wipes - 6 packs
- Paper towels - 8 packs
- Bandages - 4 boxes
- Sterile gauze pads - 4 boxes
- Wound dressing - 4 rolls
- Disinfectant - 4 bottles
- Disposable gloves - 100 pieces
- Sunscreen - 6 bottles
- Mosquito repellent - 4 bottles
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Duct tape - 6 rolls
- Cable ties - 300 pieces
- Highlighters - 12 pieces
- Ballpoint pens - 30 pieces
- Copy paper - 2 packs
- Name stickers - 200 pieces
- Wristbands - 200 pieces

Tips

Prepare one bib number and two safety pins per participant, plus at least 10% extra for late registrations, damaged numbers and replacements.
Mark the route with arrows and signs at every turn, junction and confusing section. Put the signs in labelled bundles by route section so volunteers can place them quickly.
Give every traffic controller a reflective vest and whistle, and keep cones, barriers and barrier tape together in a separate course-safety kit. Check the route with this kit before race day.
Plan registration and refreshments as separate stations. Allow one table for every 50 to 75 participants, with clipboards, participant lists, reusable cups and enough table space for bib collection.
Test the sound system, wireless microphones, megaphone, extension cords and power strips at least one day before the run. Bring charged power banks in case the start or finish area has no convenient power supply.

Frequently asked questions

What should I buy for a sponsored run?: Start with race numbers, safety pins, route arrows, route signs, cones, reflective vests, whistles and barrier tape. You will also need tables, tablecloths, clipboards, reusable cups, a sound system and backup power supplies for registration and the finish area.
How many safety pins do I need for a sponsored run?: Use two safety pins per runner and buy at least 10% extra. For 100 participants, prepare 220 pins so you can replace lost or damaged pins without opening a last-minute shop run.
How many route signs do I need for a sponsored run?: Count every turn, crossing and point where runners could take the wrong direction, then add two signs for the start and finish. Make the final count at the route check, ideally 5 to 7 days before the event, when signs can still be ordered or borrowed.
When should I prepare the sponsored run equipment?: Collect or buy non-perishable equipment at least one week before race day. Sort bibs, signs and volunteer kits 1 to 2 days beforehand, and test the sound and power equipment no later than the day before.

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.