Track event shopping list
A track competition needs more than bib numbers and a starter pistol. You also need reliable timing, clear course control, working communication equipment and enough furniture for officials, participants and spectators. Plan spare items for anything that can stop the event, especially printers, cartridges, batteries and extension cords. Use this shopping list alongside your race schedule, volunteer briefing and venue bookings so equipment arrives before setup day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Folding tablesqty 10
- Chairsqty 60
- Party tentsqty 3
- Dressing room tablesqty 4
- Judges' table
- Bar stoolsqty 6
- Clothes racksqty 4
- Changing room benchesqty 8
Sports equipment
- Crowd control barriersqty 30
- Traffic conesqty 24
- Barrier tapeqty 6
- Bib numbersqty 150
- Bib numbersqty 150
- Transpondersqty 100
- Spare bicyclesqty 2
- Bicycle standsqty 20
- Stage blocksqty 3
- Medalsqty 30
- Cupsqty 6
- Starter pistol
- Spare cartridgesqty 20
- First aid kitsqty 2
- Emergency blanketsqty 10
- Safety vestsqty 20
- Work glovesqty 12
- Umbrellasqty 6
Equipment
- Laptopqty 2
- Tabletsqty 3
- Printer
- Spare printer
- Stopwatchesqty 6
- Walkie-talkiesqty 10
- Megaphone
- PA system
- Speakersqty 2
- Microphonesqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Batteriesqty 40
- Power banksqty 4
- Coolersqty 6
- Flashlightsqty 6
- Calculatorsqty 4
- USB sticksqty 4
- Label printersqty 2
Lighting
- LED lampsqty 8
- String lightsqty 4
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 80
- Platesqty 100
- Cutlery setsqty 100
- Pouring jugsqty 8
- Thermos flasksqty 6
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving tongsqty 8
- Coolersqty 4
- Food warmersqty 4
- Serving plattersqty 12
- Coffee filtersqty 200
- Thermos cupsqty 40
- Serving tongsqty 8
- Bread basketsqty 8
- Ice packsqty 30
Decorations
- Start and finish signsqty 2
- Directional signsqty 12
- Program postersqty 20
- Sponsor bannersqty 8
- Flagsqty 12
- Floor stickersqty 40
- Name badgesqty 100
- Pensqty 40
- Clipboardsqty 12
- Permanent markersqty 12
- Printer paperqty 5
- Tapeqty 8
- Duct tapeqty 6
- Ropeqty 4
- Scissorsqty 6
Cleaning
- Waste binsqty 12
- Hand broomsqty 4
- Dustpan and brushqty 4
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 12
- Hand sanitizer pumpsqty 6
- Trash grabbersqty 6
- Trash binsqty 8
- Paper towel dispensersqty 4
Catering
- Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 8 liters
- Spa Blue - 12 crates
- Spa Rood - 4 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sports drink - 10 boxes
- Isotonic drink - 6 boxes
- Alcohol-free beer - 4 crates
- Beer - 6 crates
- White rolls - 120 pieces
- Whole grain buns - 80 pieces
- Currant buns - 60 pieces
- Croissants - 60 pieces
- Butter - 2 kilos
- Young cheese - 4 kilos
- Back ham - 3 kilos
- Chicken breast - 3 kilo
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Oranges - 60 pieces
- Cucumbers - 20 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Muesli bars - 8 boxes
- Energy bars - 8 boxes
- Nut bars - 6 boxes
- Cookies - 10 packs
- Brownies - 80 pieces
- Yogurt - 40 cups
- Veggie wraps - 40 pieces
- Chicken wraps - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 1 bottle
- Olive oil - 1 liter
- Pepper - 1 jar
- Salt - 1 jar
- Herb mix - 2 jars
- Ice cubes - 20 kilo
- Napkins - 1000 pieces
- Paper snack trays - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Bandages - 4 boxes
- Cold packs - 10 pieces
- Nitrile gloves - 4 boxes
Tips
- Prepare at least one spare printer and extra printer cartridges before registration and start-list printing. A printer failure on race day can delay bibs, results and official paperwork.
- Count one bib number and one transponder per registered competitor, then add a small reserve for late changes or damaged equipment. Keep the reserve with the registration team, not in a locked storage area.
- Test every stopwatch, tablet, laptop, walkie-talkie and microphone during the volunteer briefing. Charge or replace batteries the day before, and keep extension cords available where officials and the PA system need power.
- Place barriers, traffic cones and barrier tape at the course entrance and key control points before competitors arrive. This prevents volunteers from leaving their posts to fetch equipment during a race.
- Separate awards and presentation supplies from general catering and furniture deliveries. Check medals, cups, stage blocks and the announcement equipment before the first category finishes.
Frequently asked questions
- What equipment do I need for a track competition?
- At minimum, plan bib numbers, transponders or stopwatches, a laptop or tablet, a printer, communication equipment and a starter pistol with spare cartridges. You will also need course-control items such as barriers, cones and barrier tape.
- How many bib numbers and transponders should I buy?
- Allow one bib number and one transponder per registered competitor, plus a reserve of roughly 5–10% for replacements and late registration changes. Confirm the final quantity after registrations close and categories are checked.
- How early should I arrange rental equipment for a track event?
- Reserve rental equipment as soon as the course, rooms and race date are confirmed, preferably several weeks before the event. Recheck delivery times and quantities at least 7 days before setup.
- What should I prepare for race-day communication?
- Prepare walkie-talkies for key officials and volunteers, plus a megaphone or PA system with speakers and microphones for announcements. Test the full setup at least 24 hours beforehand and keep spare batteries and extension cords on site.
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