10K road race checklist

Use this checklist to organise a 10K road race in the right order, from defining the race format and planning the route to clearing the course after the finish. The tasks cover permits, insurance, traffic measures, medical support, timing, registration and volunteer coordination. They also allow time for details that are easy to leave late, such as bib sorting, route signs, dietary requirements and weather checks. Keep the plan with your race-day briefing so every handover has a clear owner and deadline.

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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

Define the competition concept
2 people
Plan the route
2 people
Apply for a permit
Arrange insurance
Reserve start and finish location
Apply for traffic measures
Reserve timekeeping
Arrange medical support
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Publish route
Process registrations
2 people
Collect dietary requirements
Order race numbers
Order medal ribbons
Assign volunteers
2 people
Create briefing document
Check the starting list
2 people
Sort bib numbers
2 people
Prepare route signs
2 people
Inform volunteers
2 people
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Lay out bib numbers
2 people
Prepare the medical station
2 people
Restock first aid stations
3 people
Inspect route
3 people
Assemble briefing packs
2 people

Event

Cordon off the area
6 people
Set up traffic signs
6 people
Place route arrows
4 people
Place kilometer markers
2 people
Build the start arch
4 people
Build the finish arch
4 people
Set up registration tables
3 people
Set up bag drop-off
3 people
Install time tracking
2 people
Test sound system
2 people
Set up aid stations
6 people
Set up the first aid station
2 people
Set up the changing area
2 people
Chill drinks
3 people
Make coffee and tea
2 people
Hand out race numbers
6 people
Collect bags
3 people
Register participants
4 people
Brief volunteers
2 people
Position traffic marshals
12 people
Guide participants to the starting pen
4 people
Give the start briefing
2 people
Start the competition
3 people
Staff route checkpoint
12 people
Monitor timekeeping
2 people
Encourage participants
6 people
Serve water and sports drink
6 people
Provide medical assistance
3 people
Refill drinks
3 people
Prepare the medal ceremony
3 people
Receive finishers
6 people
Hand out medals and fruit
4 people
Check results
2 people
Present prizes
3 people
Return bags
3 people
Staff the finish area
4 people
Guide the last participants
4 people
Open the route
6 people
Remove traffic signs
6 people

Aftercare

Collect route arrows
4 people
Dismantle barricades
6 people
Take down the start and finish arches
4 people
Take down tables and chairs
4 people
Collect waste
6 people
Clean the grounds
4 people
Sort materials
3 people
Wash dishes
2 people
Publish results
Register lost and found items
Return rental items
3 people
Clear away leftover stock
2 people
Send participant information
Collect supplier invoices
Report medical incidents

What to bring

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

Furniture

Party tentsqty 4
Registration tablesqty 6
Foldable tablesqty 8
Folding chairsqty 30
Bag racksqty 4
Waste binsqty 12

Sports equipment

Bib numbersqty 350
Race bib strapsqty 350
Finish medalsqty 350
Medal ribbonsqty 350
Start arch
Finish arch
Kilometer markersqty 10
Route arrowsqty 40
Course tapeqty 10
Conesqty 80
Crowd barriersqty 50
Timing matsqty 2
Timekeeping computer
Stopwatchesqty 6
Whistlesqty 12
Safety vestsqty 30
Traffic marshal signsqty 12
Route collection binsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Megaphonesqty 4
Extension cordsqty 4
Power stripsqty 4
Power banksqty 8
Walkie-talkiesqty 16

Lighting

Work lightsqty 4
Flashlightsqty 8

Tableware

Reusable drinking cupsqty 400
Coffee cupsqty 250
Platesqty 250
Cutlery setsqty 250

Kitchen

Water jugsqty 20
Thermos flasksqty 8
Coolersqty 8
Serving jugsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Storage binsqty 12

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 24

Medical

First aid kitsqty 3
Emergency blanketsqty 20
Cold packsqty 20
Nitrile glovesqty 100
Disinfectant gelqty 6

Communication

Route mapsqty 30
Volunteer briefingsqty 30
Starting listsqty 20
Printer paperqty 2
Waterproof markersqty 12
Pensqty 40
Rolls of tapeqty 12
Cable tiesqty 500
Duct tapeqty 8

Catering

Groceries

Tips

Start with the route and permissions. Allow several weeks for the permit, insurance and traffic measures, because these can affect the start and finish locations as well as the number of course marshals needed.
Book timing and medical support before opening registration. Confirm what they need on race day, including access to power, timing mats, a timing computer and a clear finish area.
Set a firm registration deadline and order race numbers and medal ribbons from the final entry list. Leave enough time to correct names, sort bib numbers and prepare the starting list before race week.
Brief volunteers with exact posts, reporting times and escalation instructions. For a 10K, make sure marshals know the route, traffic plan, radio or phone contact method and where spare signs and safety equipment are kept.
Do a full course check after the weather forecast is available. Count route arrows, kilometre markers, cones and barriers, test the sound system and microphones, and confirm that route collection and waste arrangements are covered.

Frequently asked questions

How long does it take to organise a 10K road race?: Allow at least 8 to 12 weeks for a small 10K, and start earlier if permits, road closures or a large field are involved. Set the route and submit permit and traffic applications first, then open registration once the main approvals are in place.
When should I order race numbers and medals for a 10K?: Order them as soon as the registration deadline passes, ideally 3 to 4 weeks before race day. Keep time for checking the list, correcting details, sorting bib numbers and packing medals with their ribbons.
How many volunteers are needed for a 10K road race?: Plan the volunteer roster by post rather than using one general number: include registration, the start and finish, bag storage, course marshals, route setup, refreshments and cleanup. Finalise assignments at least 7 days before the race and give every volunteer a written briefing.
What should I check the day before a 10K race?: Check the forecast, starting list, bib bundles, timing equipment, medical arrangements and volunteer contacts the day before. Also confirm access to the start and finish areas, power for timing and sound equipment, and that signs, cones and barriers can be placed on schedule.

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.