What to Buy for a Trail Run

A trail run needs more than race numbers and water. You will need clear route marking, supplies for drink stations, a visible start and finish area, and equipment volunteers can use outdoors. This shopping list covers the practical items to buy or bring, from reusable cups and coolers to safety vests, timing equipment and printed route maps. Check quantities against your participant list and add a buffer before shopping, especially for cups, water containers and printed materials.

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What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Folding chairsqty 30
Tableclothqty 10
Waste binsqty 8

Tableware

Reusable drinking cupsqty 250
Reusable coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Water jugsqty 12

Equipment

Coolersqty 8
Thermos flasksqty 8
Coffee machinesqty 3
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Stopwatchesqty 6
Power banksqty 6

Sports equipment

Bib numbersqty 180
Bib holdersqty 180
Route arrowsqty 120
Barrier tapeqty 20
Conesqty 30
Start arch
Finish arch
Prize trophiesqty 9
Medal ribbonsqty 150
Route mapsqty 220
Safety vestsqty 25
Walkie-talkiesqty 10
Headlampsqty 10
First aid kitsqty 3
Emergency blanketsqty 20
Emergency whistlesqty 10

Decorations

Buntingqty 8
Event bannersqty 4
Chalkboardsqty 6

Lighting

LED lampsqty 12
String lightsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Scissorsqty 6
Pliersqty 6
Coolers for fruitqty 4
Jerry cans for drinking waterqty 12
Handwash sinksqty 3

Cleaning

Trash bag holdersqty 8
Broom and dustpanqty 3
Mop setsqty 3
Hand soap dispensersqty 4
Toilet paper holdersqty 4

Catering

Groceries
- Still mineral water - 120 liters
- Sparkling mineral water - 60 liters
- Isotonic sports drink - 45 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 12 liters
- Apple juice - 12 liters
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Bananas - 18 kilos
- Apples - 18 kilos
- Oranges - 12 kilo
- Grapes - 8 kilos
- Dates - 5 kilos
- Muesli bars - 200 pieces
- Energy gels - 180 pieces
- Raisins - 4 kilos
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Crackers - 12 packs
- Hummus - 3 kilos
- Young cheese - 3 kilos
- Vegetarian wraps - 180 pieces
- Whole wheat bread - 12 loaves
- Peanut butter - 3 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Ice cubes - 20 kilo
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Compostable cups - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Dish soap - 3 bottles
- Dishcloths - 12 pieces
- Sponges - 12 pieces
- Hand sanitizer - 8 bottles
- Liquid hand soap - 4 bottles
- Nitrile gloves - 4 boxes
- Bandage strips - 10 packs
- Disinfectant wipes - 6 packs
- Paper tissues - 12 packs
- Duct tape - 6 rolls
- Cable ties - 2 bags
- Waterproof markers - 12 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Plan at least one reusable cup per runner for each drink-station serving, then add 10% extra for losses, drops and volunteers. Keep coolers and water jugs at every planned station rather than relying on one central supply.
Prepare one bib number and one bib holder per registered runner, plus 5–10% spare numbers for late changes or damaged bibs. Sort them before race day so registration volunteers are not searching through a mixed pile.
Use enough route arrows and cones to make every turn obvious from the runner’s approach. Bring extra barrier tape and safety vests so volunteers at crossings, the start and the finish are easy to identify.
Set aside one complete volunteer kit for each staffed point, including a route map and a charged power bank where communication may be needed. Charge speakers, microphones, stopwatches and other battery-powered equipment the evening before.
Bring finish-area supplies separately from route supplies: medals, medal ribbons, prize trophies, tables and waste bins should be ready before the first runner arrives. Pack printed route maps and the participant list in waterproof folders if rain is possible.

Frequently asked questions

How many cups do I need for a trail run?: Start with one reusable cup per runner for each planned serving at a drink station, then add at least 10% extra. For 100 runners and two servings, that means 220 cups before accounting for volunteers.
How many spare bib numbers should I buy?: Buy or prepare 5–10% more bib numbers than registered runners. For 80 participants, keep 4–8 spare numbers available for late registrations, changes or damaged bibs.
When should I print route maps and participant lists?: Print the final route maps and participant list after the route has been checked and registrations are closed, ideally 1–2 days before the run. Keep a few extra copies for volunteers and last-minute changes.
What should I bring to a trail run drink station?: Each station needs water containers or coolers, reusable cups and a waste bin, with volunteers in visible safety vests. Set everything out at least 30–60 minutes before the first runner is expected.

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