Trail run shopping list

A trail run needs more than bib numbers and medals. You need enough equipment to mark the route clearly, keep registration and timing running, support volunteers at stations, and manage changing weather. This shopping list covers the practical items behind the event, from barrier tape and traffic cones to walkie-talkies, lighting and reusable cups. Check quantities against your route length, participant count and number of staffed stations before ordering.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Registration tablesqty 3
Waste binsqty 8

Sports equipment

Bib numbersqty 250
Safety pinsqty 600
Finisher medalsqty 250
Route arrowsqty 120
Barrier tape rollsqty 12
Crowd control barriersqty 12
Traffic conesqty 30
Route signsqty 20
Measuring wheel
Compassqty 3
Backpacks for stationsqty 8
First aid kitsqty 3
Emergency blanketsqty 30
Flashlightsqty 8
Whistlesqty 12
Reflective vestsqty 20
Umbrellasqty 6

Equipment

Walkie-talkiesqty 12
Mobile phonesqty 6
Charging benchesqty 6
Time registration system
Laptopsqty 2
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Megaphoneqty 2
Speakersqty 2
Microphone

Lighting

LED lampsqty 8
Work lightsqty 4

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Serving jugsqty 12
Thermos flasksqty 6
Serving traysqty 8

Kitchen

Coolersqty 8
Drinking water jerry cansqty 12
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Pliersqty 6
Measuring cupsqty 4
Carrying cratesqty 20

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Glovesqty 20

Catering

Groceries
- Still mineral water - 240 liters
- Sparkling mineral water - 48 liters
- Sports drink lemon - 60 liters
- Orange sports drink - 60 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Coffee beans - 4 kilos
- Tea bags - 200 pieces
- Black tea - 100 tea bags
- Herbal tea - 100 bags
- Milk - 20 liters
- Oat milk - 8 liters
- Sugar - 2 kilos
- Sugar substitutes - 500 pieces
- Bananas - 250 pieces
- Apples - 200 pieces
- Oranges - 150 pieces
- Grapes - 20 kilos
- Dates - 10 kilo
- Raisins - 8 kilos
- Muesli bars - 300 pieces
- Energy bars - 300 pieces
- Jellies - 250 pieces
- Salted crackers - 12 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Pretzels - 6 kilos
- Currant buns - 150 pieces
- Whole wheat bread - 12 loaves
- Hummus - 8 tubs
- Peanut butter - 6 jars
- Jam - 6 jars
- Cheese - 6 kilos
- Cucumbers - 20 pieces
- Cherry tomatoes - 10 kilos
- Vegetable soup - 30 liters
- Broth - 20 liter
- Vegetarian wraps - 250 pieces
- Sliced chicken breast - 4 kilos
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Salt - 2 kilos
- Pepper - 500 grams
- Olive oil - 2 liters
- Lemon juice - 2 liters
- Cinnamon - 250 gram
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Nitrile gloves - 400 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- Sponges - 12 pieces
- Paper napkins - 1000 pieces
- Wooden stirrers - 500 pieces
- Coffee cups - 500 pieces
- Cardboard snack trays - 500 pieces
- Diet biscuits - 100 pieces
- Gluten-free sandwich rolls - 30 pieces
- Vegan bars - 100 pieces

Tips

Prepare at least one bib number and two safety pins per runner, then add 5–10% extra for late registrations, damaged numbers and replacements.
Use route arrows and signs at every turn, junction and confusing section. Pack spare markers in station backpacks so volunteers can repair or replace signs during the run.
Plan one walkie-talkie or charged mobile phone for each key area, such as the start, finish, timing point and first-aid team. Test the charging benches, extension cords and power strips before race day.
Allow time to print registration lists, participant information and backup timing records. Keep laptops, printers and the time registration system together with their cables rather than packing them at separate locations.
Buy or collect reusable cups, waste bins, tables and tents according to the number of aid stations and expected runners. Arrange these supplies at least one day before the event if volunteers need to transport them to the route.

Frequently asked questions

What equipment do I need for a trail run event?: Plan for bib numbers, safety pins, medals, route arrows, route signs, barrier tape, cones and crowd-control barriers. You will also need timing equipment, laptops, printers, communication devices, lighting and supplies for staffed stations.
How many safety pins do I need for a trail race?: Allow two safety pins per participant, plus 5–10% extra. For 100 runners, prepare at least 220 pins so late entries and replacements do not create a shortage.
How many route signs and arrows should I buy?: Use one marker at every turn and decision point, with extra signs for long or confusing sections. Add at least 10% spare markers and keep them in station backpacks for repairs during the race.
When should I prepare the trail run equipment?: Pack and test timing equipment, radios, lamps and power supplies at least one day before the run. Place route markers after the final route check, usually on the day before or early on race morning, depending on access and weather.

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