Airport Race Checklist and Planning Guide

An airport race needs more than a marked course and a start time. You must coordinate airport access, permits, insurance, traffic controls, emergency procedures, timing and participant registration before race day. This checklist follows the planning sequence, from recording the route and confirming airport arrangements to briefing volunteers and checking the forecast. It also helps you catch details that are often left too late, such as dietary information, luggage identification, power supplies and clearly labelled bibs.

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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

Record date and route
2 people
Apply for permits
Confirm airport arrangements
2 people
Check insurance
Prepare safety plan
2 people
Develop the traffic plan
2 people
Determine the start and finish location
2 people
Re-measure the course
3 people
Determine water stations
2 people
Check emergency exits
2 people
Record first aid presence
Reserve timekeeping
Design race numbers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Prepare briefing
Send route information
Order staff vests
Create a medical contact list
Check the weather forecast
Do the shopping
3 people
Sort bib numbers
3 people
Chill water and drinks
2 people
Lay out route signs
2 people
Load materials
4 people

Event

Open venue
3 people
Mark off the start and finish area
5 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
3 people
Install time tracking
2 people
Test sound system
2 people
Set out the course
8 people
Staff traffic posts
8 people
Set up water stations
4 people
Prepare first aid supplies
2 people
Register participants
5 people
Hand out race numbers
4 people
Collect luggage
3 people
Brief participants
2 people
Fill the start area
4 people
Give the starting signal
2 people
Keep traffic posts staffed
8 people
Distribute water during breaks
6 people
Record the finish
3 people
Hand out finish water
4 people
Award medals
3 people
Serve fruit and snacks
4 people
Refill drinks
3 people
Provide music and announcements
2 people
Check results
2 people
Present prizes
3 people
Guide the last participants
2 people
Return luggage
3 people
Close registration desk
2 people
Clear the course
6 people

Aftercare

Collect waste
5 people
Take down tents and furniture
5 people
Remove route signs
6 people
Clear away traffic materials
4 people
Wash dishes
3 people
Clean the venue
5 people
Reload materials
4 people
Return borrowed materials
2 people
Publish results
Inform participants
Process lost and found items

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 6
Foldable tablesqty 10
Folding chairsqty 40
Clothes racksqty 2

Sports equipment

Bib numbersqty 550
Race bib strapsqty 550
Finish medalsqty 550
Conesqty 80
Barrier tapeqty 20
Route arrowsqty 40
Kilometer markersqty 10
Start line mat
Finish arch
Disposable cupsqty 1500
Luggage tagsqty 550
Wristbandsqty 600

Equipment

Time registration system
Laptopqty 2
Tabletsqty 3
Walkie-talkiesqty 12
Mobile phonesqty 6
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Handheld microphoneqty 2
Speakersqty 2
Megaphonesqty 3
Coolersqty 8
Charging stationsqty 3

Tableware

Reusable cupsqty 300
Platesqty 300
Forksqty 300
Knivesqty 300
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Thermos flasksqty 6
Water jugsqty 12
Bottle openersqty 4
Serving plattersqty 20
Ice packsqty 30

Decorations

Flagsqty 20
Start-finish bannersqty 2
Balloon garlandsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 20
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 3
Cleaning bucketsqty 4
Glovesqty 30

Catering

Groceries

Tips

Confirm the airport’s access rules and operating arrangements before publishing the route or sending invitations. Changes to restricted areas can affect both the course and the start or finish location.
Re-measure the course after the traffic plan and airport arrangements are final. Place route arrows, cones and kilometre markers only after checking that every section is still accessible and clearly separated from vehicles.
Set a registration deadline for dietary requirements and emergency contacts, then prepare bib numbers and luggage tags in advance. Sorting these on race morning creates queues at the registration tables.
Test the complete timing and communications setup before participants arrive. Run the laptop, tablets, printer, walkie-talkies, microphone and power banks from their intended positions, including any extension cords and power strips.
Brief volunteers with a written schedule covering registration, water stations, first aid, emergency exits, baggage handling and the finish area. Check the weather forecast close to race day and decide when tents, coolers and extra communication equipment need to be ready.

Frequently asked questions

How far in advance should I organise an airport race?: Start planning at least 12 to 16 weeks before race day. Permits, airport approval, insurance, traffic arrangements and first-aid coverage can all require confirmation before registration opens.
When should airport race registration close?: Close registration 7 to 10 days before the race if you need time to sort bib numbers, collect dietary requirements, prepare participant information and assign volunteers. Set an earlier deadline if airport access or security details must be submitted in advance.
How many volunteers do I need for an airport race?: Plan separate coverage for registration, course points, water stations, the start and finish, baggage and emergencies. As a starting point, assign at least 1 volunteer to each fixed station and add 2 to 4 people for registration and finish-area tasks, depending on participant numbers.
When should I set up the airport race course?: Complete the final course check on the day before the race, then place cones, barrier tape, arrows and kilometre markers early enough on race morning for a full inspection. Keep time for a last safety walk before participants enter the start area.

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