What you need for a sponsored run

A sponsored run needs more than bib numbers and water. You will need supplies for registration, marking and protecting the route, starting groups, first aid, volunteers and the finish area. Use participant numbers to scale drinks, cups and race materials, then add spares for late registrations and damaged items. Buy or collect equipment at least two days before the run, and chill drinks the day before if possible.

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What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 3
Buffet tablesqty 6
Foldable tablesqty 4
Folding chairsqty 80
High tablesqty 6
Tableclothsqty 12
Clothes racksqty 2

Sports equipment

Bib numbersqty 250
Safety pinsqty 500
Marker conesqty 40
Route conesqty 30
Directional signsqty 25
Barrier tapeqty 8
Stopwatchesqty 6
Measuring tapesqty 2
Starter pistol
Warm-up matsqty 20
Spare shoelacesqty 12

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Laptopsqty 2
Mobile chargersqty 8
Walkie-talkiesqty 10
Power banksqty 6
Printer
Spare batteriesqty 40

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 40

Decorations

Start-finish arch
Buntingqty 12
Sponsor bannersqty 10
Directional signsqty 20
Balloonsqty 100
Balloon pumpqty 2
Notice boardsqty 4
Chalkboardsqty 6
Pen holdersqty 6
Rolls of tapeqty 12
Rope rollsqty 4
Cable tiesqty 200

Lighting

LED string lightsqty 6
LED lampsqty 8
Flashlightsqty 8

Safety

First aid kitsqty 2
Reflective vestsqty 20
Traffic marshal signsqty 8
Blanket rollsqty 4
Emergency blanketsqty 20

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Rood - 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 - 8 packs
- Decaffeinated coffee - 2 packs
- Tea bags - 200 pieces
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Whole wheat bread - 20 loaves
- White Bread - 12 loaves
- Wholemeal rolls - 120 pieces
- Slices of cheese - 5 kilos
- Ham slices - 4 kilos
- Chicken breast topping - 3 kilos
- Hummus - 3 kilos
- Peanut butter - 3 jars
- Jam - 3 jars
- Low-fat margarine - 3 tubs
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Apples - 15 kilo
- Bananas - 12 kilo
- Grapes - 8 kilos
- Oranges - 10 kilos
- Muesli bars - 250 pieces
- Raisin buns - 100 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Cookies - 10 packs
- Gluten-free crackers - 6 packs
- Vegan toppings - 3 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Pepper - 2 mills
- Salt - 2 packs
- Napkins - 1000 pieces
- Stirrers - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Coffee filters - 250 pieces
- Matches - 4 boxes
- Paper straws - 300 pieces
- Chocolate coins - 250 pieces
- Glucose tablets - 200 tablets
- Bandages - 4 boxes
- Blister plasters - 4 boxes
- Disposable gloves - 200 pieces
- Cooling packs - 30 pieces
- Paper tissues - 20 packs
Water jugsqty 12
Bread basketsqty 8
Cool bowlsqty 12
Cutting boardsqty 6
Paring knivesqty 6
Serving plattersqty 12
Food storage containersqty 20
Kitchen tongsqty 8
Coffee filter trayqty 3
Drink dispensersqty 6
Cooling matsqty 10
Thermos cupsqty 20

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Litter pickersqty 6
Hand broomsqty 4

Tips

Prepare one bib number and two safety pins per runner, plus at least 10% extra for late entries, lost numbers and replacements.
Plan two to three drinks per participant for the first hour, then add more if the route or weather means runners will be out longer. Use coolers and reusable cups at the start and finish.
Allow one directional sign or route marker at every turn, junction and hazard, with spare signs and barrier tape for changes on the day. Walk the route once before shopping so you know the actual count.
Set aside one registration table, one laptop and enough charging capacity for check-in. Bring printed participant lists and sponsor forms as a backup if the connection or power fails.
For the start and finish area, count tables, chairs, tents, microphones and extension leads against the number of volunteer stations. Test the sound system and wireless microphones at least one day before the event.

Frequently asked questions

What should I buy for a sponsored run?: You need race numbers, safety pins, cones, directional signs, barrier tape, timing equipment, tables, chairs, tents, first-aid support and refreshments. Add registration supplies, sponsor forms, reusable cups, coolers and power equipment for the check-in and finish areas.
How many drinks do I need for a sponsored run?: Budget two to three drinks per participant for the first hour, then increase the amount for longer routes or warm weather. Add at least 10% extra so volunteers can cover spills, delays and late participants.
How many bib numbers and safety pins should I order?: Prepare one bib number and two safety pins per registered runner, plus 10% spare stock. For 100 runners, that means 110 bib numbers and 220 safety pins.
When should I buy supplies for a sponsored run?: Buy non-perishable supplies at least two days before the run and collect rented equipment early enough to test it. Buy chilled drinks one day before, then check the full shopping list again on the morning of the event.

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