What you need for a virtual run

A virtual run needs more than a registration page and a route. You will be preparing participant packages, sending race materials, collecting results and running an online start or finish moment. Buy supplies for every registered runner, then add a small buffer for damaged items, address changes and late registrations. The list below covers packaging, printed materials, race items and the equipment needed to keep the livestream and results process running smoothly.

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What to bring

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

Equipment

Laptopsqty 3
Webcamsqty 2
Smartphonesqty 3
Tripod for smartphoneqty 2
USB microphonesqty 2
Headphonesqty 3
Speaker
Extension cordsqty 3
Power stripsqty 3
Power banksqty 3

Lighting

Desk lampsqty 2

Office

Printer
Printer paperqty 2
Pen set
Tapeqty 3
Scissorsqty 3
Notepadsqty 4

Sports equipment

Bib numbersqty 120
Finisher medalsqty 120
Athletic tapeqty 4

Packaging

Shipping boxesqty 120
Padded envelopesqty 120
Shipping labelsqty 130
Wrapping paperqty 4
Gift ribbonqty 3

Furniture

Work tablesqty 3
Office chairsqty 5

Decorations

Backdrop cloth
Balloonsqty 30
Buntingqty 2

Cleaning

Waste binsqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Sports drink - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Bananas - 60 pieces
- Apples - 60 pieces
- Mandarins - 60 pieces
- Muesli bars - 120 pieces
- Energy bars - 120 pieces
- Raisins - 4 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Mixed nuts - 3 bags
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Wholegrain crackers - 4 packs
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Disposable cups - 250 pieces
- Napkins - 500 pieces
- Stir sticks - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 3 bottles
- Hand gel - 4 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Order one race bib and one finisher medal per registered participant, then add 5–10% extra if your supplier allows it. Replacements are difficult to arrange after packages have been sent.
Prepare one shipping box or padded envelope, shipping label and participant package for each runner. Check every address before sealing packages; an incorrect address is usually noticed only after dispatch.
Plan one laptop for the results and registration workflow, plus a separate device for the livestream if possible. Keep a tested smartphone, tripod and power bank available as a backup camera setup.
For the livestream workstation, include a webcam, USB microphone, headphones, speaker and extension cords. Test the complete setup at least 48 hours before the event, not just each device separately.
Buy printer paper, pens, tape and scissors before creating bibs and packing packages. Keep 10–15% spare paper and a full extra pen set at the packing table so a small shortage does not stop preparation.

Frequently asked questions

What do I need for a virtual run package?: Prepare one race bib, one finisher medal and the participant information for each runner. Add a shipping box or padded envelope, a shipping label and enough wrapping or packing material to protect the contents. Buy 5–10% extra bibs and medals for replacements.
How many medals should I order for a virtual run?: Order one medal per confirmed participant, based on the final registration count. Add 5–10% extra when possible to cover damaged items, address issues or late replacements. Confirm the order before packages are assembled.
What equipment is needed for a virtual run livestream?: Use a laptop, webcam, USB microphone, headphones, speaker and a stable power setup with extension cords or power strips. Keep a smartphone, tripod and power bank as a backup. Run a full technical test at least 48 hours before the start.
When should I buy and pack virtual run supplies?: Order medals and bibs early enough to check the delivery before packing begins; allow at least 2 weeks as a practical planning buffer. Pack once addresses and participant details are final, ideally 3–5 days before dispatch. Keep a small reserve for last-minute changes.

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