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Youth race shopping list

A youth race needs more than bib numbers and a start line. You will need clear course markers, barriers, timing equipment, refreshments, communication tools and a small amount of bike support. Plan supplies around the number of participants, volunteers and course stations rather than buying everything in one large batch. This list helps you check the practical items that are often ordered late, especially printed materials, power supplies, coolers and finish-line equipment.

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What to bring

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

Furniture

  • Party tentsqty 3
  • Foldable tablesqty 10
  • Chairsqty 40
  • Beer table setsqty 4
  • Waste binsqty 8

Sports equipment

  • Crowd barriersqty 30
  • Traffic conesqty 80
  • Route arrowsqty 25
  • Kilometer markersqty 12
  • Start and finish arch
  • Round board
  • Bicycle standsqty 12
  • Spare bike pumpsqty 3
  • Bike tool kitsqty 2
  • Spare inner tubesqty 20
  • Bib numbersqty 150
  • Bib holdersqty 150
  • Medal ribbonsqty 150

Equipment

  • Sound system
  • Wireless microphonesqty 2
  • Extension cordsqty 6
  • Power stripsqty 4
  • Walkie-talkiesqty 12
  • Stopwatchesqty 4
  • Laptop
  • Printer
  • Laminator
  • Coolersqty 6
  • Thermos flasksqty 6
  • Table chalkboardsqty 6

Tableware

  • Reusable cupsqty 300
  • Platesqty 250
  • Cutlery setsqty 250
  • Coffee cupsqty 100
  • Serving jugsqty 8

Kitchen

  • Cutting boardsqty 4
  • Bread knivesqty 4
  • Serving spoonsqty 8
  • Ice packsqty 24
  • Disposable glovesqty 2

Safety

  • First aid kitsqty 2
  • Emergency blanketsqty 10
  • Safety vestsqty 20
  • Flashlightsqty 6
  • Fire extinguishersqty 2

Decorations

  • Buntingqty 12
  • Balloon archesqty 2
  • Sponsor bannersqty 12
  • Prize tableclothqty 2

Lighting

  • LED work lightsqty 6
  • String lightsqty 4

Cleaning

  • Litter pickersqty 4
  • Broom setsqty 3
  • Mop setsqty 2
  • Hand broomsqty 4

Catering

  • Groceries
    • Coffee - 4 packs
    • Tea assortment - 200 bags
    • Sugar - 2 kilos
    • Milk - 12 liters
    • Cola - 12 bottles
    • Cola Zero - 12 bottles
    • Orange soda - 8 bottles
    • Ice and sports drinks - 100 bottles
    • Spa Blauw - 120 bottles
    • Sparkling water - 24 bottles
    • Apple juice - 6 packs
    • Orange juice - 6 cartons
    • Beer - 4 crates
    • Alcohol-free beer - 2 crates
    • Sandwich rolls - 250 pieces
    • White rolls - 100 pieces
    • Whole grain bread - 8 loaves
    • Young cheese - 4 kilos
    • Back ham - 3 kilos
    • Chicken breast - 2 kilos
    • Hummus - 2 kilos
    • Jam - 4 jars
    • Chocolate sprinkles - 2 packs
    • Butter - 2 kilos
    • Mayonnaise - 2 bottles
    • Ketchup - 2 bottles
    • Mustard - 2 jars
    • Lettuce - 12 heads
    • Cucumbers - 12 pieces
    • Tomatoes - 6 kilos
    • Apples - 150 pieces
    • Bananas - 100 pieces
    • Grapes - 8 kilos
    • Muesli bars - 150 pieces
    • Paprika chips - 8 bags
    • Plain chips - 8 bags
    • Cookies - 6 packs
    • Ice cubes - 20 kilo
    • Napkins - 500 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
    • Disinfectant spray - 3 bottles
    • Hand soap - 6 bottles
    • Hand sanitizer gel - 6 bottles

Tips

  • Prepare one bib number and holder per participant, plus a small reserve for damaged or missing numbers. Sort the numbers before race day so registration staff can hand them out without delays.
  • Plan at least one walkie-talkie for each key station, such as registration, start, finish and course control. Test the range and charge every unit before volunteers arrive.
  • Mark the route with arrows and kilometre markers, then bring extra traffic cones and crowd barriers for busy crossings and the start-finish area. Keep spare markers with the course team for last-minute replacements.
  • Set aside coolers and thermos flasks for drinks at the start or finish, and fill them before the first participants arrive. Put waste bins near registration, refreshment points and the finish area rather than grouping them in one place.
  • Check the complete power setup for the sound system, printer and laptop: extension cords, power strips and a safe connection point. Print and laminate signs in advance so weather does not make them unreadable.

Frequently asked questions

What do I need for a youth race?
Plan supplies for registration, the course, timing, communication, refreshments and the finish area. Typical essentials include bib numbers and holders, route arrows, kilometre markers, cones, barriers, stopwatches, walkie-talkies, coolers and a sound system.
How many bib numbers should I print for a youth race?
Print one bib number per registered participant and add a reserve of about 5% for errors, damage or late changes. Sort the numbers by category or start group before registration opens.
How many walkie-talkies are needed for a youth race?
Allow one walkie-talkie for each key operating point and keep at least one spare. For a start, finish, registration desk and two course stations, prepare 5 to 6 units and test them before race day.
When should I prepare the youth race shopping list?
Order printed bibs, medal ribbons and specialist equipment at least 2 to 3 weeks before the race. Check consumables, batteries, drinks and ice again 1 to 2 days beforehand, then fill the coolers on race morning.

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