What you need for a sponsored run

A sponsored run needs more than a start line and a route. Your shopping list must cover registration, course marking, timing, safety, refreshments, sound and the finish area. Plan quantities from your confirmed participant list, then add a small buffer for late registrations and damaged supplies. Check power, weather protection and volunteer equipment at least one week before the run; these are easy to overlook and difficult to replace on race morning.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
Registration tablesqty 2
Stoolsqty 6
Tablecloth clipsqty 20

Sports equipment

Start and finish arch
Route arrowsqty 40
Route signsqty 12
Barrier conesqty 30
Rolls of barrier tapeqty 8
Bib numbersqty 250
Bib holdersqty 250
Stopwatchesqty 4
Round countersqty 6
Whistlesqty 12
Flagsqty 12
Medalsqty 60
Cupsqty 6
Prizesqty 12

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving jugsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 8
Ice cube traysqty 6
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Serving spoonsqty 8
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4

Decorations

Balloon archesqty 2
Balloonsqty 200
Sponsor bannersqty 8
Arrow bannersqty 12
Table décorqty 10

Cleaning

Waste binsqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Mop setsqty 3
Bucketsqty 4
Cleaning clothsqty 20
Washing-up bowlsqty 3

Safety

First aid kitsqty 2
Cold packsqty 12
Safety vestsqty 20
Flashlightsqty 8
Fire extinguishersqty 2

Communication

Walkie-talkiesqty 12
Clipboard foldersqty 12
Pensqty 40
Waterproof markersqty 12
Notepadsqty 12
Mobile phonesqty 4

Catering

Groceries
- Spa Blauw - 300 bottles
- Spa Red - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Ice pops - 200 pieces
- Bananas - 12 kilograms
- Apples - 12 kilograms
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Muesli bars - 250 pieces
- Wholemeal rolls - 250 pieces
- White rolls - 150 pieces
- Whole grain bread - 8 loaves
- Raisin buns - 100 pieces
- Sliced cheese - 5 kilograms
- Mild cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 3 packs
- Butter - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Vegetarian burgers - 100 pieces
- Hamburger buns - 120 pieces
- Lettuce - 20 heads
- Tomatoes - 8 kilograms
- Cucumbers - 6 kilograms
- Onions - 3 kilograms
- Bell peppers - 4 kilograms
- Corn - 12 cans
- Pasta salad - 12 kilograms
- Potato salad - 8 kilograms
- Vegetarian pasta salad - 5 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Popcorn - 6 bags
- Cookies - 10 packs
- Brownies - 120 pieces
- Whipped cream - 12 aerosol cans
- Diet cookies - 6 packs
- Gluten-free rolls - 20 pieces
- Vegan toppings - 2 kilogram
- Vegan burgers - 30 pieces
- Lactose-free milk - 4 liters
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Olive oil - 2 liters
- Vinegar - 2 bottles
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Rinse aid - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 500 pieces
- Wooden stirrers - 500 pieces
- Cardboard snack trays - 300 pieces
- Paper fry bags - 300 pieces

Tips

Prepare one bib number and holder for every registered runner, plus at least 5% extra for late entries, printing errors or replacements. Keep the final participant list with the registration supplies.
Use route arrows, signs, cones and barrier tape at every turn, crossing and restricted area. Walk the route once before race day and check that signs remain visible from a runner’s approach.
Plan one drinking cup per expected serving if you are using reusable or disposable cups, and provide more if runners will pass the same refreshment point twice. Keep coffee cups separate from race-day drinking supplies.
Test the sound system, wireless microphones and speakers at least 24 hours before the run. Bring extension cords, power strips and charged power banks, and use LED lamps where registration or the finish area may be dim.
Count medals and prizes against the confirmed finishers and categories before shopping. Order or collect them no later than one week ahead so a missing item does not become a race-day problem.

Frequently asked questions

What do I need for a sponsored run?: You need bib numbers and holders, route arrows and signs, cones, barrier tape, stopwatches, whistles, flags, cups, medals, prizes and first-aid support. For the event area, plan tables, chairs, tents, a sound system, microphones, speakers and reliable power supplies.
How many bib numbers should I buy for a sponsored run?: Prepare one bib number per registered runner and add 5% extra. For 100 runners, that means 105 bib numbers and holders, allowing for late registrations, damage and printing mistakes.
How many cups do I need for a sponsored run?: Start with one cup per planned drink serving and add 10% if runners can visit the refreshment point more than once. For 100 runners receiving two servings, prepare at least 220 cups.
When should I buy supplies for a sponsored run?: Buy or confirm non-perishable supplies at least 1–2 weeks before race day, including signs, bibs, medals, prizes and power equipment. Check weather-sensitive items, drinks and fresh supplies again 1–2 days before the run.

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.