What to buy for a trail run

A trail run needs more than race bibs and medals. You need supplies for registration, route marking, water stations, timing, parking, volunteers and a safe finish area. Use the plan below to gather equipment early, especially items that may need hiring or delivery, such as tents, barriers and timing mats. Quantities depend on your field size, but the guideposts here help you estimate for every participant, volunteer and water station.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 30
Foldable tablesqty 4
Waste binsqty 8

Sports equipment

Start arch
Finish arch
Route arrowsqty 120
Barrier tapeqty 12
Crowd control barriersqty 20
Conesqty 30
Kilometer markersqty 15
Bib numbersqty 150
Race bib strapsqty 150
Medal ribbonsqty 120
Finish medalsqty 120
Luggage numbersqty 120
Wristbandsqty 150
Prizesqty 12
Clipboardsqty 12
Pensqty 40
Water jerry cansqty 12
Drink dispensersqty 8
Disposable cupsqty 1500
Coolersqty 8
Thermal labelsqty 30
Flashlightsqty 12
Walkie-talkiesqty 12
Stopwatchesqty 6
Timing matsqty 2
Route mapsqty 25
High-visibility vestsqty 20
Traffic conesqty 20
Backpacks for stationsqty 8

Tableware

Coffee potsqty 4
Thermos flasksqty 6
Mugsqty 120
Platesqty 150
Cutlery setsqty 150

Kitchen

Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Pliersqty 8
Thermo boxesqty 4

Equipment

Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphonesqty 2
Notice boardsqty 4
Megaphonesqty 2

Lighting

Work lightsqty 6
String lightsqty 4

Cleaning

Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Hand broomsqty 4
Folding wheelbarrowsqty 2
First aid kitsqty 3
Fire extinguishersqty 2

Catering

Groceries
- Spa Blauw - 300 bottles
- Spa Red - 60 bottles
- Lemon sports drink - 120 bottles
- Orange sports drink - 120 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 beans - 4 kilograms
- Tea bags - 200 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 30 pieces
- Bananas - 15 kilograms
- Apples - 15 kilogram
- Oranges - 10 kilograms
- Grapes - 8 kilograms
- Melons - 6 pieces
- Dates - 5 kilograms
- Raisins - 4 kilograms
- Muesli bars - 250 pieces
- Energy gels - 250 pieces
- Currant buns - 150 pieces
- Whole wheat bread - 20 loaves
- White bread - 10 loaves
- Wholemeal rolls - 150 pieces
- White rolls - 100 pieces
- Herb cream cheese - 5 kilograms
- Young cheese - 5 kilogram
- Turkey breast - 4 kilograms
- Hummus - 4 kilograms
- Peanut butter - 3 kilogram
- Jam - 3 kilograms
- Cucumbers - 8 kilograms
- Tomatoes - 8 kilograms
- Lettuce - 10 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Rice cakes - 10 packs
- Mixed nuts - 5 kilograms
- Gluten-free crackers - 8 packs
- Gluten-free sandwich rolls - 30 pieces
- Vegan toppings - 3 kilograms
- Lactose-free yogurt - 6 liters
- Mayonnaise - 2 kilograms
- Ketchup - 2 kilograms
- Mustard - 1 kilogram
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Garlic powder - 150 gram
- Bouillon cubes - 2 boxes
- Vegetable soup - 12 liters
- Tomato soup - 8 liters
- Vegetarian soup - 6 litres
- Croutons - 2 kilograms
- Butter - 2 kilograms
- Soup bowls - 120 pieces
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 8 bottles
- Hand sanitizer gel - 8 bottles
- Nitrile gloves - 400 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Plastic containers - 100 pieces
- Coffee filters - 200 pieces
- Charcoal - 20 kilograms

Tips

Prepare one race bib, bib strap and wristband per registered runner, plus at least 5% extra for late changes, damaged items and forgotten bibs. Print the final list only after registrations close.
Plan one water station for roughly every 5–8 kilometres, depending on the route and weather. For each station, allow enough jerry-can capacity for at least 0.5–1 litre of drink per runner, then add cups, a dispenser and a cooler where needed.
Mark the route with arrows and kilometre markers at every turn, junction and confusing section. Bring extra barrier tape and cones; a useful starting point is 10–15% more marking equipment than your route measurement suggests.
Set aside one clipboard, several pens and a walkie-talkie for each volunteer lead. Charge and test the radios the day before, and pack flashlights for anyone checking the course or managing the finish in low light.
Do not leave medals, ribbons, luggage numbers and prizes until race morning. Sort them into labelled boxes at least one day ahead, and keep a separate box with spare bibs, straps, pens and thermal labels at registration.

Frequently asked questions

How much water do I need for a trail run?: Allow at least 0.5–1 litre of drink per participant for each planned water station, adjusted for distance, temperature and course difficulty. Order extra capacity rather than relying on a single refill, and confirm delivery at least 24–48 hours before the event.
How many trail run race bibs should I buy?: Buy one bib and one bib strap per registered runner, plus 5% extra. For 200 runners, that means at least 210 bibs and straps, with the final quantity confirmed after registration closes.
When should I get route signs and cones for a trail run?: Have arrows, kilometre markers, barrier tape and cones on site at least one day before the run. Walk or check the full route then, because missing signs and newly hazardous spots are difficult to fix on race morning.
How many volunteers and walkie-talkies do I need for a trail run?: Give every course, parking, water-station and finish lead a walkie-talkie; most small runs need one radio per lead plus one spare. Confirm the volunteer roster and test all radios at least 24 hours before the start.

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