What you need for a stair climb

A stair climb needs more than race numbers and medals. You need clear course markers, timing equipment, water, communication gear and a reliable setup for registration and finishers. Plan supplies around the number of participants, starter groups and volunteers, then add spares for items that are easily lost or damaged. This checklist helps you buy and pack the equipment needed to run the event safely and keep the course moving.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Registration tablesqty 2
High tablesqty 4
Clothes racksqty 2

Sports equipment

Bib numbersqty 150
Safety pinsqty 300
Stopwatchesqty 6
Round signsqty 8
Barrier tapeqty 8
Traffic conesqty 24
Medal ribbonsqty 120
Finisher medalsqty 120
Prizesqty 12
Clipboardsqty 8
Pen setsqty 10
Bib bandsqty 20
Storage cratesqty 12

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Coolersqty 6
Thermos flasksqty 6
Water barrelsqty 4
Walkie-talkiesqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Reflective vestsqty 15
Flashlightsqty 6
Glovesqty 12

Tableware

Reusable cupsqty 180
Reusable platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coffee filtersqty 100
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Ice packsqty 20

Decorations

Start arch
Bannersqty 4
Directional signsqty 12
Tableclothsqty 10
Trophiesqty 12

Cleaning

Waste binsqty 8
Trash grabbersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6
Drying racksqty 2

Catering

Groceries
- Spa Blauw - 120 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Isotonic sports drink - 48 bottles
- Coffee beans - 4 kilos
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 packs
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Lemons - 3 kilos
- Bananas - 12 kilo
- Apples - 10 kilos
- Pears - 6 kilos
- Grapes - 6 kilos
- Mandarins - 6 kilos
- Muesli bars - 150 pieces
- Protein bars - 60 pieces
- Currant buns - 120 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Wholegrain rolls - 80 pieces
- Mini croissants - 80 pieces
- Slices of young cheese - 4 kilos
- Sliced chicken breast - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Peanut butter - 3 jars
- Jam - 3 jars
- Butter - 2 kilos
- Cucumbers - 5 kilos
- Tomatoes - 5 kilos
- Carrots - 5 kilos
- Bell pepper strips - 4 kilos
- Cherry tomatoes - 3 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Pretzels - 8 bags
- Rice cakes - 8 packs
- Mixed nuts - 4 kilos
- Raisins - 3 kilos
- Yogurt - 8 kilos
- Vanilla custard - 6 liters
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 kilo
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Wooden stirrers - 300 pieces
- Coffee sugar sachets - 300 pieces
- Tea bags - 300 pieces
- Ice cubes - 20 kilo
- Trash bags - 100 pieces
- Compostable gloves - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 packs
- Bandages - 4 boxes
- Disinfectant wipes - 6 packs
- Sports tape - 12 rolls
- Cold compresses - 12 pieces
- Disposable gloves - 4 boxes
- Face masks - 2 boxes

Tips

Prepare one bib number and at least two safety pins per participant, then add a spare set for every 10 participants. Keep bib bands available for anyone who cannot pin a number to their clothing.
Use one stopwatch for the main timekeeper and a second as backup. Pack clipboards, several pen sets and printed participant lists so registration and results can continue if a device fails.
Provide water at the start and finish with enough containers for the expected flow of participants. Coolers and thermos flasks are easy to overlook, especially if the event starts early or takes place in cold weather.
Bring more route signs, round signs, traffic cones and barrier tape than the exact course measurement suggests. Mark turns, restricted areas and the safe walking direction before participants arrive.
Charge the sound system, wireless microphones, walkie-talkies and power banks the day before. Pack extension cords, power strips and LED lamps together so announcements, registration and the finish area can still operate if power or daylight is limited.

Frequently asked questions

What do I need for a stair climb race?: At minimum, plan bib numbers, safety pins or bib bands, stopwatches, route signs, cones, barrier tape, water containers and participant lists. Add medals, ribbons and prizes if the event includes a formal finish or awards.
How many safety pins do I need for a stair climb?: Allow two safety pins per participant, so 200 pins cover 100 entrants. Add at least 10% extra because pins are commonly lost during registration and number changes.
How much water should I buy for a stair climb?: Use a working estimate of 500 millilitres per participant, then add extra for volunteers and warm weather. For 100 participants, that means at least 50 litres, preferably split between start and finish points.
When should I prepare the stair climb equipment?: Pack bibs, medals, signs, clipboards and communication equipment at least one day before the event. Charge audio equipment and power banks the same day, and inspect the course and place signs before registration opens.

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