Cancer Run organising checklist

A Cancer Run needs more than a marked route and a finish line. You need permits, insurance, charity confirmation and a traffic plan before registrations open, then enough volunteers and clear route information to keep the event moving safely. This checklist takes you from choosing the date and route through bibs, medical information, water, first aid and medals. Use the timeline to spot details that are often left until race morning, such as power, radios, checkpoint assignments and the printed participant list.

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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
3 people
Apply for permits
2 people
Check insurance
Confirm the charity
2 people
Reserve start and finish location
2 people
Draw up traffic plan
3 people
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Approach sponsors
3 people
Finalize the route setup
4 people
Process registrations
2 people
Collect dietary requirements
Order race numbers
Order medals
Arrange the first aid post
2 people
Assign traffic controllers
2 people
Assign route checkpoints
2 people
Make program boards
2 people
Collect sponsor logos
Create volunteer briefing
2 people
Distribute the route map
Sort bib numbers
3 people
Process medical information
2 people
Print participant list
Lay out wristbands
2 people
Do the shopping
3 people
Fill coolers
2 people
Check materials
3 people
Check the weather forecast
Remind volunteers
2 people

Event

Clear the route
6 people
Build the start and finish arch
4 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up registration tables
3 people
Place route arrows
6 people
Place kilometer markers
3 people
Set up the drink stations
6 people
Set up the first aid station
2 people
Connect the sound system
2 people
Hang decorations
3 people
Lay out bib numbers
2 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Receive participants
6 people
Process late registrations
2 people
Guide the starting area
4 people
Announce the opening
2 people
Get participants started
4 people
Staff route checkpoints
12 people
Refill drinks
5 people
Encourage participants
6 people
Direct traffic
8 people
Register finishers
3 people
Present medals
3 people
Serve snacks
4 people
Serve coffee and tea
3 people
Register donations
2 people
Present Program
2 people
Welcome the final participants
3 people
Deliver the closing speech
2 people
See participants off
4 people

Aftercare

Collect route arrows
6 people
Remove traffic materials
6 people
Take down tents and arch
6 people
Clear tables and chairs
5 people
Collect waste
5 people
Wash dishes
3 people
Clean the venue
5 people
Disconnect the sound system
2 people
Store proceeds safely
2 people
Collect lost property
2 people
Return materials
3 people
Empty and clean coolers
2 people
Distribute leftover food
2 people
Transfer the donation amount
2 people
Send thank-you message
2 people
Share photos with participants
2 people
Complete financial administration
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 40
High tablesqty 6
Registration tablesqty 3
Waste binsqty 8
Clothes racksqty 2

Equipment

Start and finish arch
Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 3
Walkie-talkiesqty 12
Power banksqty 6
Coolersqty 8
Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 3
Mobile phonesqty 4

Sports equipment

Route arrowsqty 80
Kilometer markersqty 10
Bib numbersqty 500
Safety pinsqty 1000
Finish medalsqty 500
Disposable cupsqty 1200
Water jerry cansqty 12
Running ribbonsqty 20
Traffic conesqty 40
Crowd barriersqty 20
Traffic signsqty 12
Reflective vestsqty 25
Clipboardsqty 8
Pensqty 40
Markersqty 12
Route mapsqty 100
Wristbandsqty 500
Start flagsqty 2
Stopwatchesqty 4
Measuring tapesqty 2

Tableware

Reusable cupsqty 300
Platesqty 300
Knivesqty 150
Forksqty 150
Spoonsqty 150
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 20
Thermos cupsqty 20
Ice spoonsqty 4

Decorations

Balloonsqty 200
Buntingqty 20
Sponsor bannersqty 12
Banner standsqty 12
Tableclothsqty 12

Lighting

LED lampsqty 10
String lightsqty 6
Flashlightsqty 12

Cleaning

Broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Litter pickersqty 4
Glovesqty 30
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Safety

First aid kitsqty 4
Emergency blanketsqty 20
Cold packsqty 20
Bandagesqty 200
Safety glovesqty 20
Medical waste bagsqty 50

Administration

Cash boxesqty 3
Receipt bookletsqty 6
Name stickersqty 500
Printer
Printer paperqty 1000
Pen holdersqty 6
Document foldersqty 12
Tape dispensersqty 6
Scissor setsqty 6

Tools

Hammerqty 4
Rubber malletsqty 4
Cable tiesqty 300
Duct tapeqty 8
Ropeqty 4
Work glovesqty 20

Tips

Start with the date, route and permissions. Apply for permits, check insurance and confirm the charity before promoting registration; allow several weeks for approvals if your local authority requires a formal review.
Build the route around safety, not only distance. Mark every checkpoint and kilometre, assign traffic controllers, and prepare route arrows, cones and a route map before volunteers arrive.
Close registration early enough to order supplies. Bib numbers, safety pins and medals need quantities based on confirmed participants, while dietary requirements and medical information should be processed before race day.
Give volunteers written assignments rather than a general welcome. Include the route, checkpoint, traffic position, contact method and escalation instructions, then hold a briefing before the start.
Plan the start and finish as separate work areas. Registration tables, the arch, sound system, microphones, water, first aid and medal distribution all need a place, while extension cords, power strips and power banks should be checked before setup begins.

Frequently asked questions

How early should I start organising a Cancer Run?: Start at least 12 to 16 weeks before race day. Record the date and route first, then handle permits, insurance, charity confirmation and location bookings before opening registration.
When should Cancer Run registration close?: Close registration 7 to 10 days before the run if you need to order bib numbers, medals and print a participant list. Keep the final days for sorting bibs, processing medical information and assigning volunteers.
How many volunteers do I need for a Cancer Run?: Plan one volunteer for each route checkpoint and each traffic-control position, plus separate people for registration, first aid support, water and the finish area. Confirm the full roster at least 2 weeks before the event so gaps can still be filled.
What should be ready at a Cancer Run start and finish?: Set up the registration tables, bib numbers, safety pins, start and finish arch, sound equipment, water, first aid post and medals before participants arrive. Test power and microphones at least 60 minutes before the start.

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.