12-Hour Run Organisation Checklist

A 12-hour run needs more than a measured course and a start time. You need permits, medical cover, insurance, a safety plan and enough volunteers to keep the route operating through the night. Registration, race numbers, dietary information and sponsor arrangements should be settled before event week. On the day, focus on course markings, lighting, water, timing and a clear handover between volunteer shifts.

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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
Check permits
Reserve venue
Arrange medical support
Check insurance
Measure the course
2 people
Prepare safety plan
2 people
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Print the run sheet
Prepare race numbers
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Check materials
3 people

Event

Mark out the route
6 people
Set up the start and finish arch
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up water station
3 people
Set out first aid supplies
2 people
Test sound system
2 people
Register participants
4 people
Hand out race numbers
3 people
Give the start briefing
2 people
Start the race officially
3 people
Keep track of lap and time results
4 people
Distribute water and fruit
4 people
Refill drinks
2 people
Serving food
4 people
Staff the course checkpoints
8 people
Check the lighting
2 people
Install additional lighting
3 people
Inform participants of the end time
2 people
Officially end the race
3 people

Aftercare

Check results
3 people
Hand out prizes and medals
3 people
Remove course materials
6 people
Dismantle tables and chairs
4 people
Collect waste
4 people
Clean dishes and equipment
3 people
Clean the venue
5 people
Inventory materials
2 people
Return borrowed materials
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Start and finish arch
Waste binsqty 8

Sports equipment

Traffic conesqty 80
Crowd barriersqty 20
Route arrowsqty 40
Kilometer markersqty 12
Bib numbersqty 150
Safety pinsqty 300
Stamp cardsqty 150
Stopwatchesqty 6
Round board
Prizesqty 6
Medalsqty 150

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6

Lighting

LED lampsqty 12
Battery lanternsqty 10

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 180

Kitchen

Water jugsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Ice packsqty 30

First aid

First aid kitsqty 3
Blanketsqty 20
Disposable glovesqty 50
Blister plastersqty 100
Cold Packsqty 20

Office

Clipboardsqty 8
Pensqty 30
Printer paperqty 250
Name stickersqty 100

Cleaning

Broom setsqty 3
Bucketsqty 4
Mopsqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Measure the course before opening registration, then use the final distance for route arrows, kilometre markers, race information and your run sheet. A late route change can affect permits and safety planning.
Plan volunteer cover for the full 12 hours, not just the start. Use overlapping shifts so the registration desk, water station and route checks are covered while one team takes a break.
Check lighting and power before dusk. Test LED lamps, battery lanterns, extension cords and power strips at the locations where runners, volunteers and registration staff will need them.
Prepare the water station for repeated service rather than one opening rush. Chill drinks in advance, place coolers and water jugs where they can be refilled, and keep reusable cups easy to collect and wash.
Print the run sheet, race numbers and safety information before setup day. On the morning of the event, check the forecast, confirm medical support and walk the marked route before runners arrive.

Frequently asked questions

How far in advance should I organise a 12-hour run?: Start at least 12 to 16 weeks ahead. Permits, venue availability, insurance, medical support and sponsor arrangements can take several weeks, while registration and volunteer planning need time to build numbers.
How many volunteers do I need for a 12-hour run?: Plan separate coverage for registration, the water station, route monitoring, setup and first aid support, then divide those roles into shifts of about 3 to 4 hours. Add overlap at the start, finish and busiest changeovers so no station is left unattended.
When should I mark the route for a 12-hour run?: Mark the route on the event day, after checking the final weather and access conditions, and finish at least 60 to 90 minutes before the first runner starts. Walk the complete course to check cones, barriers, arrows and kilometre markers.
How much drink should I prepare for a 12-hour run?: Estimate around 2 to 3 drinks per participant for the first hour, then adjust using expected weather, course length and refill access. Prepare extra water and chilled drinks for volunteers and keep backup supplies available throughout the 12 hours.

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.