Sponsored Run Shopping List

A sponsored run needs more than race numbers and medals. You also need a clearly marked route, equipment for checkpoints, a working finish area and supplies for changing weather. Use the plan’s shopping list alongside your participant numbers, route length and volunteer count. Order printed items and hired equipment early, then pack small essentials such as safety pins, tape, power strips and first-aid supplies where volunteers can find them quickly.

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 30
Beer tablesqty 6
Waste binsqty 8
Tableclothsqty 10

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Mobile phonesqty 8

Sports equipment

Bib numbersqty 180
Safety pinsqty 250
Marker conesqty 40
Barrier tapeqty 12
Route arrowsqty 30
Round cardsqty 12
Stopwatchesqty 6
Medalsqty 180
Start arch
Conesqty 30
Reflective vestsqty 20
Prize trophiesqty 6
First aid kitsqty 2
Blanketsqty 6
Foldable stretcher
Rain umbrellasqty 6
Megaphonesqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 8

Decorations

Buntingqty 8
Balloonsqty 150
Balloon pumpqty 2
Welcome sign
Sponsor bannersqty 20
Directional signsqty 12

Tableware

Reusable cupsqty 300
Reusable platesqty 250
Reusable cutleryqty 250
Coffee potsqty 4
Thermos flasksqty 6
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Measuring cupsqty 3
Ice packsqty 24
Kettlesqty 2

Cleaning

Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 4
Hand broomsqty 4
Spongesqty 12
Rubber glovesqty 8

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Coffee - 8 packs
- Tea - 3 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 4 liters
- Stirrers - 300 pieces
- Lemon tea bags - 1 box
- Mint tea bags - 1 box
- Sandwiches - 240 pieces
- Whole grain bread - 8 loaves
- Kaiser rolls - 120 pieces
- Young cheese - 5 kilos
- Boiled ham - 4 kilos
- Chicken breast topping - 3 kilos
- Hummus - 3 kilos
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 2 kilos
- Croquettes - 120 pieces
- Vegetarian croquettes - 60 pieces
- Bitterballen - 240 pieces
- Vegetarian croquettes - 80 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Curry sauce - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Apples - 180 pieces
- Bananas - 120 pieces
- Grapes - 8 kilos
- Muesli bars - 200 pieces
- Currant buns - 120 pieces
- Cookies - 10 packs
- Chocolate bars - 100 pieces
- Ice cubes - 20 bags
- Lemons - 20 pieces
- Cucumbers - 20 pieces
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Red onions - 2 kilos
- Bell peppers - 3 kilos
- Pickles - 3 jars
- Pasta salad - 15 kilos
- Vegetarian pasta salad - 6 kilo
- Potato salad - 10 kilos
- Baguettes - 30 pieces
- Herb butter - 20 tubs
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 800 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Storage containers - 30 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Toilet cleaner - 3 bottles
- Hand soap - 8 bottles
- Hand gel - 8 bottles
- Paper towels - 12 packs
- Bandages - 4 boxes
- Wound gauze pads - 4 boxes
- Adhesive bandages - 4 rolls
- Disinfectant - 4 bottles
- Disposable gloves - 4 boxes
- Cold packs - 12 pieces

Tips

Order one race bib and at least four safety pins per participant, then add 5–10% spare bibs and pins for last-minute registrations or damaged numbers.
Prepare route equipment for every checkpoint: marker cones, route arrows, round cards, a stopwatch and a mobile phone. Pack spare batteries or charged power banks at least 24 hours before the run.
Plan the start and finish area around the number of participants. Allow enough tables, chairs, waste bins and coolers for registration, sponsor materials, refreshments and medal distribution rather than combining everything on one table.
Keep safety equipment together and accessible: first-aid kits, blankets, a foldable stretcher and reflective vests should be with the safety team before participants arrive, not still in a storage room.
Check power and weather supplies the day before. Test the sound system and wireless microphones, bring extension cords and power strips, and keep rain umbrellas, LED lamps and barrier tape ready for changing conditions.

Frequently asked questions

What should I buy for a sponsored run?: Plan for race bibs, safety pins, cones, route arrows, barrier tape, stopwatches, medals and first-aid equipment. You may also need tents, tables, chairs, a sound system, coolers, waste bins and lighting for the start and finish area.
How many race bibs and safety pins do I need?: Buy one bib per registered participant and add 5–10% spares. Allow four safety pins per bib, plus another 10% if you expect wet weather or late changes.
When should I order medals and race numbers?: Order medals and printed race numbers as soon as registration numbers are stable, preferably at least 2–3 weeks before the run. Leave extra time for proofing, delivery and correcting participant details.
How much route equipment is needed for a sponsored run?: Prepare equipment for every checkpoint and major turn, with at least one route arrow or cone marking each decision point. Pack one stopwatch and mobile phone per checkpoint, plus 10% spare cones and arrows for replacements.

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.