Sponsored run shopping list

A sponsored run needs more than bib numbers and medals. You will need supplies for registration, route marking, traffic posts, volunteers, refreshments and the finish area. Use the participant count as your starting point, then add spares for damaged materials, late registrations and volunteers. Buy or gather anything with a lead time—such as medals, tents and printed numbers—before the final week.

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What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 24
Waste binsqty 6

Sports equipment

Bib numbersqty 150
Safety pinsqty 300
Medal ribbonsqty 150
Commemorative medalsqty 150
Route arrowsqty 30
Barrier tapeqty 6
Traffic conesqty 40
Reflective vestsqty 12
Water cupsqty 500
Clipboardsqty 6
First aid kitsqty 2
Ice packsqty 12
Disposable glovesqty 2
Pensqty 20
Waterproof markersqty 12
Rolls of tapeqty 8
Rope rollsqty 4

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Megaphonesqty 2
Stopwatchesqty 4
Walkie-talkiesqty 8
Coolersqty 4
Rechargeable lampsqty 6
Cash box
Power banksqty 4

Tableware

Reusable cupsqty 180
Reusable platesqty 180
Cutlery setsqty 180

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Water jugsqty 6
Serving traysqty 4
Serving plattersqty 10
Pliersqty 6

Catering

Groceries
- Spa Blauw - 120 bottles
- Sports drink - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Bananas - 8 kilograms
- Apples - 8 kilograms
- Grapes - 5 kilograms
- Muesli bars - 180 pieces
- Currant buns - 120 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Cheese - 5 kilo
- Ham - 3 kilograms
- Hummus - 2 kilograms
- Jam - 3 jars
- Butter - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Coffee cups - 250 pieces
- Teaspoons - 250 pieces
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles

Cleaning

Broomqty 2
Litter pickersqty 4
Cleaning glovesqty 8
Bucketsqty 4
Mopsqty 4

Decorations

Sponsor bannersqty 12
Balloonsqty 100
Tableclothsqty 8
Name badgesqty 30

Tips

Prepare one bib number and at least two safety pins per participant, plus 5–10% extra for late entries or damaged numbers. Keep the numbers, pins and participant list together at the bib desk.
Plan 2–3 cups of water per runner for the first hour, then add more if the route is long or the weather is warm. Bring coolers and water jugs early enough to chill drinks before participants arrive.
Give every traffic marshal and route volunteer a reflective vest, and prepare one walkie-talkie for each key position plus one spare. Test the radios and megaphones before the start rather than on race morning.
Allow one route arrow at every turn and repeat longer straight sections often enough that runners do not need to guess. Carry extra signs, barrier tape and traffic cones for last-minute route changes.
Count tables, chairs, tents, waste bins and serving equipment for both the start and finish areas. Pack extension cords, power strips and rechargeable lamps separately so the microphone, speakers and coffee equipment can be set up without searching through boxes.

Frequently asked questions

How many water cups do I need for a sponsored run?: Start with 2–3 cups per runner for the first hour, then add extra stock for volunteers and warm weather. For 100 runners, that means at least 200–300 cups before adding a safety margin.
How many safety pins should I buy for race bibs?: Allow two safety pins per participant, so 200 pins for 100 runners. Add 5–10% extra to cover lost pins, damaged bibs and late registrations.
When should I order medals and print race numbers?: Order medals and medal ribbons at least 3–4 weeks before the run if they require preparation or delivery. Print the final race numbers during the last week, after registrations and name changes have been checked.
What equipment does each route volunteer need?: Give each traffic marshal a reflective vest and position-specific instructions. Provide walkie-talkies to key posts, with at least one spare, and keep route arrows, barrier tape and cones available for corrections on the day.

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