Race-kit and bib-pickup checklist for race organizers
A race means hundreds or thousands of identical kits, and pins are usually the last thing anyone remembers. This checklist covers what goes in each runner's kit, how many pins to order with a ready box table, and how to keep the bib-pickup queue moving.
What goes in each runner's kit
The race bib
Check each bib's number and name against the entry list before packing, then file the kits in bib-number order. It makes pickup day far quicker.
Four safety pins per runner
Put the four pins in a small packet or pin them to the bib. Loose pins tend to fall out of the bag. Work out the total with the race-pin calculator.
The shirt in the entered size
Sort by size before packing, and keep some spares at the help desk for runners who ask to swap sizes.
The timing chip, if the race uses one
Some races put the chip on the back of the bib. Tell runners in the kit notes not to fold the bib or pin through the chip strip.
Race information
Schedule, start times, course map, water stations and parking. Keep it to one easy page, or add a QR code to the event page.
Ordering enough pins
Allow four per runner plus a 10% buffer for pins lost during packing and runners who ask for extras. The table works out boxes for size 2 and size 0. Size 0 packs 864–1,728 a box depending on the lot, so its box count is a range.
| Runners | Pins incl. buffer | Size 2 | Size 0 |
|---|---|---|---|
| 500 runners | 2,200 | 3 boxes | 2–3 boxes |
| 1,000 runners | 4,400 | 6 boxes | 3–6 boxes |
| 3,000 runners | 13,200 | 16 boxes | 8–16 boxes |
| 5,000 runners | 22,000 | 26 boxes | 13–26 boxes |
| 10,000 runners | 44,000 | 51 boxes | 26–51 boxes |
| 20,000 runners | 88,000 | 102 boxes | 51–102 boxes |
Not sure which size? Compare size 0 and size 2 on the race-pin page, or send us a photo of your bib on LINE.
Running a smooth bib pickup
Split desks by bib number range
For example 1–500 and 501–1,000, with big signs visible from a distance. Runners find their own desk and the queue doesn't pile up in one place.
Have a searchable entry list
Many runners won't know their number. Have a point where staff can look them up by name or phone and send them to the right desk.
Keep a separate help desk
Wrong names, shirt swaps and transfers all go to this desk, so the pickup desks keep moving.
Put spare pins on every desk
Runners ask for extra pins or drop them opening the bag. Spread the 10% buffer across every desk rather than keeping it in one place.
Getting pins in before pickup day
Message us on LINE with your runner count, the size you want and your pickup date. We'll work out boxes including the buffer and quote with shipping, with quotations and tax invoices in your company name. Lead times are on the race-pin page.
Common questions
How many boxes of pins for 5,000 runners?
5,000 × 4 = 20,000 pins, or 22,000 with a 10% buffer. That's 26 boxes of size 2, or 13–26 boxes of size 0 depending on the lot's count per box.
Should pins go in the kit or be handed out at the desk?
In the kit with the bib is easiest, so every runner leaves with a full set. Keep spares at the desks for anyone who asks for more.
Why add a 10% buffer?
Pins get dropped when you pack thousands of kits, and some runners always ask for more. Running short on pickup day is hard to fix in time.
Can we order in the organizer's company name?
Yes. We issue quotations and tax invoices to companies, agencies and schools. Send your tax details on LINE.
Read next
Send us your runner count
Tell us the runner count, pin size and pickup date, and our Sampheng team will work out the boxes and quote.