What you need for a sponsored run

A sponsored run needs more than race numbers and a start line. You will need supplies for registration, route marking, traffic control, timing, first aid, refreshments and the finish area. Use this list to check what must be bought, borrowed or collected before shopping day. Count participants first, then add a small buffer for damaged signs, missing safety pins and last-minute registrations.

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What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Folding chairsqty 40
Beer table setsqty 4
Registration deskqty 2
Waste binsqty 8
Clothing rack

Sports equipment

Bib numbersqty 250
Safety pinsqty 500
Route arrowsqty 80
Barrier tapeqty 12
Traffic conesqty 40
Traffic barriersqty 12
Start and finish arch
Stopwatchesqty 4
Measuring tape
Whistlesqty 8
Reflective vestsqty 12
Course signsqty 10
Medal ribbonsqty 100

Equipment

Battery speakerqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 4
Punch clock
Laptop
Printer

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving traysqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Pliersqty 4
Serving spoonsqty 4
Pitchersqty 8
Bottle openersqty 3
Aluminum foilqty 2

Decorations

Buntingqty 8
Balloonsqty 150
Balloon pumpqty 2
Sponsor bannersqty 12
Banner standsqty 6
Chalkboardsqty 4

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Broomqty 3
Dustpanqty 2
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20
Hand sanitizer holdersqty 6
Toilet brushesqty 2

Catering

Groceries
- Spa Blauw - 240 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 - 6 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Lemon - 2 kilos
- Apples - 15 kilo
- Bananas - 12 kilo
- Mandarins - 8 kilos
- Grapes - 6 kilos
- Cucumbers - 5 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 3 kilo
- Muesli bars - 150 pieces
- Energy gels - 100 pieces
- Raisin buns - 100 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Whole wheat rolls - 100 pieces
- Young cheese - 4 kilos
- Hummus - 12 tubs
- Chicken breast topping - 3 kilos
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Vegetarian wraps - 80 pieces
- Falafel - 5 kilos
- Lettuce - 10 heads
- Raw vegetables - 5 kilos
- Yogurt dressing - 3 liters
- Soup - 20 liters
- Breadsticks - 8 packs
- Cookies - 8 packs
- Brownies - 100 pieces
- Cupcakes - 100 pieces
- Sugar waffles - 100 pieces
- Napkins - 500 pieces
- Paper straws - 300 pieces
- Coffee filters - 2 boxes
- Teaspoons - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Compostable bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Diet-free sandwiches - 20 pieces
- Gluten-free crackers - 4 packs
- Vegan spread - 2 kilos
- Allergen cards - 30 pieces
- Ice pops - 150 pieces
- Ice cubes - 20 kilo
- Prize ribbons - 20 pieces
- Gift vouchers - 10 pieces

Tips

Prepare one bib number and at least two safety pins per participant, plus around 10% extra. Sort the numbers in registration order before the event so check-in does not become a queue.
Mark the route with arrows, course signs, barrier tape and cones before runners arrive. Keep spare signs and tape at the start area for repairs or unclear turns.
Set up the registration desk with the laptop, printer, punch clock and participant list at least 60 minutes before the advertised start. Test the printer and bring rechargeable power banks in case mains power is unavailable.
For the finish area, allow one medal ribbon per finisher and keep extra ribbons available for late entries. Reusable cups should be washed and placed at the drinks point before the first runner returns.
Test the battery speaker, wireless microphone, microphone stand, extension cords and power strips before the briefing. Keep cables away from the running route and use reflective vests so volunteers and traffic controllers are easy to identify.

Frequently asked questions

What should I buy for a sponsored run?: Plan supplies for registration, route marking, traffic control, timing, first aid, refreshments and the finish line. Typical essentials include bib numbers, safety pins, route arrows, cones, barrier tape, reflective vests, stopwatches, reusable cups and medal ribbons.
How many safety pins do I need per runner?: Allow two safety pins per runner to attach a bib number, then add at least 10% extra. For 100 runners, prepare 220 pins so damaged or dropped pins do not delay registration.
How early should I set up the sponsored run equipment?: Start setup at least 2 hours before the first runner begins. Have registration ready 60 minutes before the start, and finish route marking and traffic equipment before participants arrive.
How many medal ribbons and bib numbers should I prepare?: Prepare one medal ribbon and one bib number per registered participant, plus 10% extra for late registrations or replacements. For 100 participants, prepare 110 of each.

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