Winter Run shopping list

A Winter Run needs more than medals and race numbers. You will need clear route equipment, timing and communication gear, warm drink service, snacks, and practical items for registration and volunteers. Check quantities against the number of runners, volunteers, and aid-station points before shopping. Cold weather also changes what you need: coolers may still be useful for drinks, while thermos flasks help keep hot drinks ready at the start and finish.

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What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 30
Bar stoolsqty 6
Clothes racksqty 2
Storage boxesqty 10

Sports equipment

Start arch
Finish ribbon
Traffic conesqty 40
Crowd barriersqty 20
Route arrowsqty 35
Kilometer markersqty 10
Bib numbersqty 200
Safety pinsqty 400
Stopwatchesqty 4
Digital clock
Whistlesqty 12
Reflective vestsqty 20
Medalsqty 200
Route mapsqty 20

Equipment

Laptopsqty 2
Printersqty 2
Walkie-talkiesqty 10
Speakerqty 2
Microphone
Extension cordsqty 8
Power stripsqty 6
Power banksqty 8
Coolersqty 6
Thermos flasksqty 8

Lighting

Work lightsqty 6
String lightsqty 6
Headlampsqty 12

Tableware

Reusable cupsqty 250
Reusable mugsqty 80
Reusable platesqty 200
Cutlery setsqty 200
Serving spoonsqty 8
Soup ladlesqty 6

Kitchen

Soup kettlesqty 3
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Thermometerqty 2

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Thermal blanketsqty 30
Flashlightsqty 8

Decorations

Event bannersqty 6
Buntingqty 10
Arrow bannersqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 20 bottles
- Spa Rood - 8 bottles
- Sports drink - 12 bottles
- Apple juice for children - 4 packs
- Hot vegetable soup - 25 liters
- Tomato soup - 15 liters
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Unsalted butter - 2 kilos
- Young matured cheese - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Herb butter - 1 kilo
- Croutons - 2 kilo
- Grated cheese - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Wholegrain biscuits - 8 packs
- Spiced cookies - 8 packs
- Muesli bars - 250 pieces
- Bananas - 15 kilos
- Apples - 15 kilo
- Mandarins - 10 kilos
- Grapes - 6 kilos
- Raisins - 3 kilos
- Nut mix - 3 kilo
- Gluten-free crackers - 6 packs
- Vegan cookies - 8 packs
- Gluten-free bread - 4 loaves
- Vegan cheese - 1 kilo
- Breadsticks - 8 packs
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 3 jars
- Chili sauce - 2 bottles
- Pepper - 2 mills
- Salt - 2 packs
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Bouillon cubes - 3 boxes
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper napkins - 1000 pieces
- Wooden stirrers - 500 pieces
- Paper soup bowls - 300 pieces
- Paper snack trays - 500 pieces
- Coffee filters - 3 packs
- Tea bags - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- Cleaning spray - 4 bottles
- Microfiber cloths - 30 pieces
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Tissue packs - 100 pieces

Tips

Prepare one bib number and at least two safety pins per runner, then add a small spare supply for damaged or lost pins. Sort the bibs before race day so registration does not become a queue.
Plan route equipment by position, not just by item count: place kilometer markers at every kilometer and prepare extra route arrows for turns, crossings, and confusing sections.
Use reflective vests for every traffic marshal and volunteer working near the route. Keep spare batteries or charged power banks with the walkie-talkies, stopwatches, and digital clock.
Allow enough table space for registration, snacks, medals, and drinks at both the start and finish area. Party tents, folding tables, storage boxes, and extension cords are easy to overlook until setup begins.
Prepare hot drinks in thermos flasks and chill other drinks in coolers before runners arrive. Buy snacks with dietary requirements in mind and separate them clearly at the aid station.

Frequently asked questions

How many safety pins do I need for a Winter Run?: Plan on two safety pins per runner, plus at least 10% extra for losses and damaged pins. For 100 runners, that means a minimum of 220 pins.
How many route arrows and kilometer markers should I buy?: Use one kilometer marker for each kilometer of the course and one route arrow for every turn or decision point. Add 10% spare arrows so a missing or damaged sign does not leave a section unmarked.
How much drinking water and snacks do I need for a Winter Run?: Base the order on the number of runners, volunteers, and aid stations, then add at least 10% spare. Put drinks and snacks in place before the first runners arrive, rather than waiting until registration is busy.
When should I prepare the Winter Run shopping list?: Check the list at least two weeks before race day, especially for medals, bib numbers, tents, barriers, and printed materials. Do the final weather-based check 24 to 48 hours before the run.

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