Spring run shopping list

A spring run needs more than bib numbers and medals. You will also need clear route marking, visible safety equipment, reliable timing and enough power for registration and sound. Buy or collect the items on the plan early, especially printed materials, traffic barriers, reflective vests and catering supplies. Check quantities against your confirmed runner count, then add a small reserve for damaged signs, missing bibs 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
Foldable tablesqty 12
Folding chairsqty 80
Tableclothsqty 12
Start arch
Finish arch

Sports equipment

Bib numbersqty 300
Start number bandsqty 300
Medalsqty 300
Traffic conesqty 80
Route arrowsqty 60
Kilometer markersqty 10
Traffic barriersqty 30
Barrier tapeqty 10
Stopwatchesqty 6
Whistlesqty 20
Reflective vestsqty 25
Prize trophiesqty 6
Stage blocksqty 3
Tug-of-war bandsqty 2

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 12
Laptopqty 2
Printersqty 2
Mobile card terminalsqty 2
Charging stationsqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Serving traysqty 8
Waste binsqty 12
Water jugsqty 8

Decorations

Buntingqty 12
Balloonsqty 150
Welcome signsqty 3
Bib number signsqty 4

Lighting

LED string lightsqty 6
Battery lanternsqty 10

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Washing-up tubsqty 4
Hand broomsqty 4
First aid kitsqty 4

Catering

Groceries
- Spa Blauw - 240 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Isotonic sports drink - 48 bottles
- Coffee - 8 packs
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 12 liters
- Semi-skimmed milk - 16 liters
- Oat milk - 8 liters
- Granulated sugar - 4 kilos
- Sweeteners - 3 boxes
- Lemon slices - 3 kilos
- Ice cubes - 25 kilos
- Whole wheat bread - 20 loaves
- White buns - 200 pieces
- Multigrain rolls - 100 pieces
- Raisin buns - 100 pieces
- Young cheese - 8 kilos
- Cooked ham - 5 kilo
- Chicken breast slices - 5 kilos
- Hummus - 3 kilos
- Peanut butter - 6 jars
- Fruit jam - 6 jars
- Butter - 3 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Apples - 250 pieces
- Bananas - 200 pieces
- Mandarins - 150 pieces
- Grapes - 12 kilos
- Cucumbers - 20 pieces
- Cherry tomatoes - 8 kilo
- Carrots - 8 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Muesli bars - 300 pieces
- Energy gels - 150 pieces
- Raisins - 100 bags
- Mini muffins - 300 pieces
- Cookies - 12 packs
- Gluten-free crackers - 6 packs
- Vegan toppings - 3 kilos
- Vegetarian wraps - 100 pieces
- Wraps - 150 pieces
- Chicken salad - 5 kilos
- Pasta salad - 12 kilos
- Potato salad - 8 kilos
- Green salad - 8 kilos
- Pasta - 8 kilo
- Pesto sauce - 12 jars
- Tomato sauce - 8 jars
- Parmesan cheese - 2 kilos
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Trash bags - 150 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Freezer bags - 4 boxes
- Paper carrier bags - 250 pieces

Tips

Prepare one bib number and one start number band per runner, plus at least 5% extra for printing errors, late entries or replacements. Sort them in numerical order before registration opens.
Plan route marking by checking every turn and crossing in advance. Keep extra route arrows, kilometer markers and barrier tape available so volunteers can replace signs that move or disappear.
Provide reflective vests and walkie-talkies for every traffic controller or route lead who needs to communicate. Charge all devices the day before and bring charging stations for equipment used on site.
Pack registration equipment together: laptop, printer, card terminals, extension cords and power strips. Test the printer and payment connection at least 24 hours before the start.
Set up water stations with folding tables and tablecloths, and arrange party tents if the forecast suggests rain or strong sun. Keep refreshments, cups and waste supplies separate from the finish-area equipment so volunteers can find them quickly.

Frequently asked questions

What do I need to buy for a spring run?: Plan for bib numbers, start number bands, medals, route arrows, kilometer markers, traffic cones, barriers, reflective vests, whistles and timing equipment. You may also need tents, tables, a sound system, registration equipment and catering supplies.
How many bib numbers should I order for a spring run?: Order one per registered runner and add at least 5% spare numbers. For 100 runners, prepare at least 105 bib numbers and matching start number bands.
When should I prepare the spring run equipment?: Collect route signs, barriers and safety equipment at least 2 days before the run. Test the laptop, printer, card terminals, microphones and speakers no later than 24 hours before registration.
How much extra equipment should I bring on race day?: Bring about 5% extra consumables and printed materials, plus spare route arrows, barrier tape and power cables. Keep replacement items at the start or finish so volunteers can reach them without leaving the route.

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