Autumn Run organising checklist

An Autumn Run needs more than a measured route and a start line. You must secure the route, permits, traffic control and first aid early, then coordinate registration, volunteers and race-day equipment. Work backwards from race day so orders such as bib numbers and medals arrive with time to spare. This checklist follows the practical sequence from choosing the date and route to checking signs, briefing teams and setting out medals and prizes.

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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
Check the permit
Reserve start and finish location
Draw up traffic plan
2 people
Request traffic controllers
Arrange first aid staffing
Measure the course
3 people
Create course map
Open registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Order race numbers
Place medal order
Recruit volunteers
2 people
Assign volunteers
2 people
Assign route checkpoints
2 people
Brief traffic controllers
2 people
Send participant information
Check the weather forecast
Check the shopping list
2 people
Sort bib numbers
3 people
Check route signs
2 people
Set out prizes and medals
2 people
Do the shopping
3 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Prepare weather protection
2 people

Event

Open venue
2 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up the start and finish arch
4 people
Set up route arrows
6 people
Place kilometer markers
3 people
Set up care stations
6 people
Set up the registration table
3 people
Lay out bib numbers
2 people
Set up the first aid station
3 people
Test sound system
2 people
Brief volunteers
3 people
Register participants
5 people
Process late registrations
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Set up the start zone
4 people
Give the welcome announcement
Supervise the running race
12 people
Record split times
4 people
Receive finishers
5 people
Distribute water and fruit
5 people
Provide first aid
3 people
Handle medal ceremony
3 people
Present prizes
2 people
Serve snacks
4 people
Handle finish information
2 people
Escort participants to the exit
3 people

Aftercare

Collect route signs
6 people
Dismantle traffic measures
4 people
Collect tableware
3 people
Collect waste
4 people
Dismantle tables and chairs
5 people
Dismantle party tents
6 people
Clean the venue
5 people
Restock first aid supplies
Return borrowed materials
2 people
Check leftovers
2 people
Publish results
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 30
Tablecloth coversqty 10
Crowd control barriersqty 24
Clothes racksqty 2

Sports equipment

Bib numbersqty 350
Race bib strapsqty 350
Running medalsqty 300
Route arrowsqty 45
Kilometer markersqty 12
Traffic conesqty 30
Ribbonsqty 6
Stopwatchesqty 6
Prizesqty 12
Clipboardsqty 8

Equipment

Start and finish arch
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Power banksqty 6
Walkie-talkiesqty 12
Megaphonesqty 3

Lighting

LED work lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 400
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Beer tapsqty 4
Serving jugsqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Bottle openersqty 4

First aid

First aid kitsqty 3
Disposable glovesqty 100
Emergency blanketsqty 20
Ice cubesqty 12
Emergency blanketsqty 10

Decorations

Autumn flagsqty 20
Start-finish bannersqty 2
Arrow bannersqty 10
Stakesqty 20

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpan and brushqty 4
Mop setsqty 3
Cleaning bucketsqty 4
Hand broomsqty 6

Catering

Groceries

Tips

Confirm the date, route and start-and-finish location before opening registration. Permit requirements and the traffic plan can affect the course, staffing and the number of participants you can accept.
Measure the course and create the route map before ordering kilometre markers or printing participant information. Allow time to correct the distance and mark every checkpoint clearly.
Recruit volunteers early and assign each person a specific checkpoint or duty. Brief traffic controllers and route teams separately, and give key coordinators walkie-talkies or megaphones for race-day communication.
Order race numbers and medals after registration details are stable, but do not leave it until the final week. Sort bib numbers before race day and keep clipboards, stopwatches and spare power banks with the registration team.
Check the weather forecast and the shopping list during the final week, then inspect the route signs and power setup on the day before. Tents, tables, lighting, extension cords and power strips are easy to overlook when the focus is on the runners.

Frequently asked questions

How far in advance should I organise an Autumn Run?: Start planning at least 8 to 12 weeks before race day. Confirm the date, route, location and permit requirements first, then allow several weeks for registration, volunteer recruitment, equipment orders and traffic arrangements.
When should I apply for an Autumn Run permit?: Check the permit process as soon as the date and route are recorded, ideally 8 to 12 weeks ahead. Some applications require a traffic plan and safety details, so do not wait until registration is already open.
When should I order race bibs and medals?: Order bibs once you have a reliable participant estimate, preferably 3 to 4 weeks before the run. Place the medal order early enough to allow at least 2 weeks for delivery and sort the bib numbers before race day.
How many volunteers do I need for an Autumn Run?: Set the volunteer count after mapping the route and assigning every checkpoint, start and finish duty, registration task and traffic position. Finalise assignments at least 1 week before the run so you can replace anyone who drops out.

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.