10 Mile Run Checklist: From Route to Race Day

Organising a 10 mile run involves more than marking out a course and opening registration. You need enough time to secure permits, confirm traffic and first-aid cover, arrange timing, and prepare volunteers for their exact positions. This checklist puts the work in a practical order, from choosing the date and route to sorting bibs, medals, signs and participant information. It also helps you catch details that are easy to leave until race week, such as power, radios and the final traffic plan.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and route
2 people
Apply for a permit
Plan the course
2 people
Reserve start and finish location
Arrange traffic marshals
Arrange first aid staffing
Reserve timekeeping
Check insurance
Approach sponsors
2 people
Open registration form
Publish promotional materials
2 people
Publish route map
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Order race numbers
Check medal order
Confirm the course permit
Assign volunteers
2 people
Prepare a volunteer briefing
Send participant information
Sort bib numbers
3 people
Check medal ribbons
2 people
Prepare route signs
3 people
Review the traffic plan
3 people
Check the weather forecast
Do the shopping
3 people
Fill coolers
3 people
Lay out bib numbers
3 people
Bring materials to the venue
4 people
Set out the course
8 people
Place traffic barriers
6 people
Build party tents
6 people
Set up tables and chairs
4 people
Set up registration desk
3 people
Build the finish arch
4 people
Install time tracking
3 people
Set up water stations
6 people
Set up the first aid station
2 people

Event

Hand out race numbers
6 people
Register participants
4 people
Open the changing room
2 people
Guide participants to the start
4 people
Give the starting signal
2 people
Staff the course checkpoints
12 people
Hand out water and sports drinks
8 people
Record split times
3 people
Receive finishers
6 people
Hand out medals and water
5 people
Refill drinks
3 people
Handle first aid requests
3 people
Check results
3 people
Present prizes
3 people
Serve coffee and tea
3 people
Empty trash bins
3 people

Aftercare

Dismantle finish area
6 people
Remove course signs
8 people
Remove traffic barriers
6 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
6 people
Dispose of waste
3 people
Return materials
4 people
Return rental items
2 people
Publish results
2 people
Thank participants
Check leftovers
2 people
Process lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Beer tablesqty 4
Clothes racksqty 2

Sports equipment

Bib numbersqty 350
Medal ribbonsqty 350
Start and finish arch
Route arrowsqty 40
Kilometer markersqty 17
Traffic conesqty 60
Crowd barriersqty 20
Barrier tapeqty 8
Conesqty 30
Whistlesqty 20
Stopwatchesqty 6
Walkie-talkiesqty 12
Prizesqty 12

Equipment

Time registration system
Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 4
Mobile chargersqty 6

Lighting

LED lampsqty 6
Flashlightsqty 10

Tableware

Reusable cupsqty 400
Reusable platesqty 100
Cutlery setsqty 100
Thermos flasksqty 6
Serving jugsqty 10

Kitchen

Coolersqty 10
Water jugsqty 12
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6
Tableclothsqty 10

Cleaning

Broom setsqty 3
Bucketsqty 4
Mopsqty 4
Waste binsqty 12
First aid kitsqty 3
Fire extinguishersqty 2

Catering

Groceries

Tips

Start permit and insurance checks as soon as the date and route are agreed. Confirm the course permit again before race day, because a draft application is not the same as approval.
Publish the route map before registration closes, then send participant information with the start process, course details and any dietary information deadline. Do not leave this until bib numbers are being sorted.
Order bib numbers and check the medal order against the confirmed registration total. Check medal ribbons when the delivery arrives, not while volunteers are setting up on race morning.
Brief every volunteer before race day with a named location, shift time and escalation method. Traffic marshals, first-aid staff and finish-area volunteers need different instructions, so one generic briefing is rarely enough.
Test the time registration system, laptop, printer and power setup before the event. Charge walkie-talkies and mobile chargers, and place route arrows, kilometre markers, cones and barriers according to the reviewed traffic plan.

Frequently asked questions

How far in advance should I organise a 10 mile run?: Start planning at least 4 to 6 months before race day. Use the first weeks to set the date and route, reserve the start and finish location, check insurance and begin the permit process.
When should I apply for a 10 mile run permit?: Apply as soon as the route and date are stable, ideally several months before the event. Confirm the permit again in the final 2 to 4 weeks and make sure the traffic plan matches the approved course.
How many volunteers do I need for a 10 mile run?: The number depends on crossings, route complexity and your first-aid plan, but assign volunteers by position rather than using one total estimate. Finalise the roster at least 2 weeks before race day and brief everyone before setup begins.
When should I send information to 10 mile run participants?: Send the main participant information 1 to 2 weeks before the run, after the route map and registration details are confirmed. Include the start procedure, course information and any deadline for dietary requirements, then send urgent changes immediately.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.