What you need for a sponsored run

A sponsored run needs more than bib numbers and a finish line. You will need clear route markers, a reliable registration setup, supplies for volunteers, refreshments and equipment for participant safety. Plan separate supplies for the start, route and finish area so nothing is missing when the first runners arrive. Check quantities against your expected participant count, then buy or reserve essential equipment at least one week before the event.

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What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Folding chairsqty 40
Tableclothsqty 8
High tablesqty 4
Clothes racksqty 2

Sports equipment

Start arch
Finish ribbon
Traffic conesqty 40
Route arrowsqty 30
Kilometer markersqty 6
Bib numbersqty 250
Safety pinsqty 300
Stopwatchesqty 4
Emergency blanketsqty 10
Medal ribbonsqty 200

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Coolersqty 6
Thermos flasksqty 4
Kettlesqty 2
Coffee machinesqty 2
Payment terminalsqty 2
Laptopsqty 2
Tabletsqty 2

Tableware

Reusable cupsqty 250
Reusable coffee cupsqty 100
Reusable platesqty 200
Reusable cutleryqty 200
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Cooling compartmentsqty 2
Handwash sinksqty 2

First aid

First aid kitsqty 2
Disposable glovesqty 2
Disinfectant wipesqty 2
Cooling packsqty 10
Bandagesqty 100

Decorations

Sponsor bannersqty 12
Buntingqty 10
Balloonsqty 100
Balloon weightsqty 8
Stage sign

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries
- Spa Blauw - 20 bottles
- Spa Rood - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sports drink - 12 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Decaf coffee - 1 pack
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cream - 4 tubs
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Lemon tea - 1 box
- Teaspoons - 100 pieces
- Stir sticks - 200 pieces
- Ice cubes - 10 bags
- Whole grain bread - 8 loaves
- White casino bread - 6 loaves
- Wholemeal rolls - 100 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Ham - 2 kilos
- Hummus - 10 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Low-fat margarine - 3 tubs
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Apples - 12 kilos
- Bananas - 10 kilo
- Mandarins - 8 kilos
- Grapes - 6 kilos
- Muesli bars - 250 pieces
- Raisin buns - 100 pieces
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Snacks - 8 bags
- Pretzels - 6 bags
- Cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Plastic gloves - 2 boxes
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 10 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Bandages - 4 boxes
- Wound gauze pads - 2 boxes
- Sterile compresses - 2 boxes
- Sports tape - 4 rolls
- Paracetamol - 2 packs
- Cooling gel - 4 tubes
- AA batteries - 12 pieces
- AAA batteries - 12 pieces

Tips

Plan one bib number and at least two safety pins per participant, plus 10% extra for replacements or late registrations. Keep the numbers in participant order so registration takes less time.
Mark the route at every turn and add kilometre markers at each full kilometre. Prepare the signs and cones at least one day before the run, then check the route again on event morning.
Provide one volunteer communication point at the start and finish with a portable speaker, microphone, charged power banks and extension leads. Test the sound system for 15 minutes before participants arrive.
Set up separate coolers for drinking water and any food or dietary-specific items. Reusable cups and coffee cups should be counted before the event and placed where volunteers can refill them quickly.
Keep emergency blankets, a first-aid supply and emergency contact information at the finish area, where volunteers can reach them within 1 minute. Do not leave this box packed away with general storage.

Frequently asked questions

What do I need to buy for a sponsored run?: Plan for bib numbers, safety pins, route arrows, kilometre markers, traffic cones, timing equipment, emergency blankets and medal ribbons. You will also need tables, chairs, shelter, cups, coolers and power supplies for registration and refreshments.
How many safety pins do I need per runner?: Allow two safety pins per runner and buy or pack at least 10% extra. For 100 runners, that means 220 pins so damaged or lost pins do not delay registration.
When should I prepare the route signs?: Print and sort route arrows, kilometre markers and other signs at least one day before the run. Inspect the route again on the morning of the event, ideally 60 to 90 minutes before the first start.
How much refreshment equipment do I need for a sponsored run?: Count reusable cups for the largest expected group at each refreshment point, then add 10% extra. For a 100-runner event, prepare at least 110 cups and enough coolers or thermos flasks for the planned service points.

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.