30K Run Checklist

A 30-kilometre run needs more than a marked route and a start time. You need permits, traffic measures, first aid, timing, volunteers, participant details and a finish area that can operate without delays. This checklist follows the work from course planning and registration through race-day setup and breakdown. Use it to see what must be booked early, what can wait until the final week, and what is easy to forget on race morning.

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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

Check the course and permits
2 people
Reserve start and finish location
Apply for traffic measures
Arrange insurance and safety plan
Book time registration system
Arrange first aid staffing
Assign route checkpoints
2 people
Recruit volunteers
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Order race numbers
Print route maps
Create volunteer instructions
Check the weather forecast
Finalize the participant list
2 people
Assemble starter packs
4 people
Pick up groceries
2 people
Sort route signs
2 people
Chill drinks
2 people
Build the start arch and finish arch
4 people
Build party tents
4 people
Set up registration tables
3 people
Set off the finish area
3 people
Place route arrows and kilometer signs
6 people
Place traffic cones
4 people
Set up drink stations
6 people
Set up the first aid station
2 people
Test time tracking
2 people
Test the PA system
2 people
Hand out race numbers
4 people

Event

Register participants
4 people
Escort the changing room
2 people
Set up the start zone
3 people
Give participant briefing
2 people
Provide the starting signal
2 people
Record start time
2 people
Staff route checkpoints
12 people
Staff the drink stations
10 people
Hand out water and sports drinks
10 people
Refill drinks
3 people
Hand out fruit and snacks
4 people
Register finishers
3 people
Present medals
3 people
Keep the finish area clean
2 people
Support first aid
3 people
Register lost items
Publish interim results
Accompany the final runner
2 people
Officially close the finish line
2 people

Aftercare

Remove route signs
6 people
Collect traffic cones
4 people
Take down drink stations
6 people
Take down tables and chairs
4 people
Take down party tents
4 people
Collect waste
4 people
Clean the venue
4 people
Export time tracking
Publish results
Send participant email
Return borrowed materials
2 people
Store leftover stock
2 people
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Distribution tablesqty 8
Folding chairsqty 20
Clothes racksqty 4

Sports equipment

Bib numbersqty 350
Safety pinsqty 800
Finisher medalsqty 350
Start and finish archqty 2
Route arrowsqty 80
Kilometer markersqty 30
Traffic conesqty 100
Crowd barriersqty 20
Disposable cupsqty 2500
Water bottlesqty 30
Coolersqty 8
Stopwatchesqty 6
Route mapsqty 400
Reflective vestsqty 30
Conesqty 30

Equipment

Time registration system
Laptopqty 2
Tabletsqty 4
Printer
PA system
Walkie-talkiesqty 12
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Batteriesqty 40

Tableware

Coffee cupsqty 400
Tea cupsqty 400
Platesqty 400
Cutlery setsqty 400

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 10
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving spoonsqty 12

First aid

First aid kitsqty 3
Cold packsqty 30
Emergency blanketsqty 20
Disposable glovesqty 100

Lighting

LED work lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the course, permits and traffic measures before opening registration. Give yourself at least 8–12 weeks for approvals, insurance and safety planning, especially if runners cross public roads.
Set registration and timing deadlines in advance. Close entries early enough to finalize the participant list, order bib numbers and prepare starter packs at least 7 days before race day.
Plan water and volunteer coverage by route section, not just by total distance. Assign each checkpoint a named lead, route maps, reflective vests, communication equipment and a clear handover time.
Do a full race-morning power and equipment check 2–3 hours before the start. Test the timing system, laptop, tablets, printer, PA system, extension cords, power strips and spare batteries before participants arrive.
Set up the finish area before the start area is busy. Put out the finish arch, medals, drinks, distribution tables and crowd barriers early, and keep a separate space for tired runners, clothing and first aid.

Frequently asked questions

How far in advance should I organize a 30K run?: Start planning at least 8–12 weeks ahead. That gives you time for permits, traffic measures, insurance, first aid staffing, volunteer recruitment and registration before the final race-week tasks begin.
How many volunteers do I need for a 30K run?: Plan one volunteer for each route checkpoint, plus separate people for registration, the start, the finish, water support and course clearance. Add at least 10–15% extra cover for illness, no-shows and longer shifts.
When should I order bib numbers and finisher medals?: Order bib numbers as soon as registration numbers are stable, preferably 3–4 weeks before the run. Finalize quantities and assemble starter packs at least 7 days before race day so late changes do not delay registration.
When should I set up the 30K run start and finish areas?: Build the start and finish areas 2–3 hours before the scheduled start, allowing extra time for tents, tables, arches, signage and the timing system. Complete the finish setup before the first runners leave.

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.