Charity run checklist: what to arrange and when

A charity run needs more than a route and a start time. You need to confirm the charity, permissions, registrations, sponsors, volunteer posts and safety arrangements early enough to avoid last-minute gaps. This checklist takes you from choosing the date and location through race-day setup, including bib numbers, route signs, drinks, timing equipment and first aid. Use it to assign responsibilities and track what must be ready before participants arrive.

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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

Confirm date and location
2 people
Set out the running route
3 people
Arrange permits and notifications
2 people
Confirm the charity
2 people
Prepare the budget
2 people
Approach sponsors
3 people
Create registration form
2 people
Send invitations
3 people
Post promotion online
2 people
Publish route map
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
3 people
Assign traffic posts
2 people
Assign starter groups
2 people
Make reservations
2 people
Design race numbers
2 people
Have route signs printed
Create volunteer briefing
2 people
Check the shopping list
2 people
Do the shopping
3 people
Sort bib numbers
3 people
Assemble route pack
2 people
Chill drinks
2 people
Print participant list
Check the weather forecast
Inspect the site
3 people
Set up tables and chairs
5 people
Build party tents
6 people
Set up registration desk
3 people
Set up water stations
4 people
Put up route signs
6 people
Set up traffic barriers
4 people
Set up the start and finish arch
4 people
Connect the sound system
2 people
Set up finish registration
2 people
Prepare medical supplies
2 people
Welcome volunteers
3 people
Brief volunteers
3 people

Event

Hand out race numbers
5 people
Process late registrations
2 people
Receive participants
4 people
Serve coffee and tea
3 people
Give the start briefing
2 people
Guide the start signal
3 people
Staff route checkpoint
8 people
Hand out water
6 people
Refill drinks
3 people
Serve snacks
4 people
Register finishers
4 people
Hand out medals
3 people
Inform the audience
2 people
Register donations
2 people
Secure cash donations
2 people
Guide the photo moment
2 people
Support awards ceremony
3 people
Give a thank-you speech
Serve evening catering
4 people
Collect waste along the way
3 people
See off the last participants
2 people

Aftercare

Remove route signs
5 people
Put the traffic barriers back
4 people
Take down tents and arch
6 people
Clear tables and chairs
5 people
Wash dishes
3 people
Turn off the sound system
2 people
Clean the grounds
6 people
Dispose of waste
3 people
Check the donation amount
2 people
Transfer the donation amount
2 people
Thank participants
2 people
Publish results
2 people
Inventory materials
2 people
Return borrowed materials
3 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 30
Beer tablesqty 4
Waste binsqty 8

Sports equipment

Start arch
Finish arch
Route signsqty 25
Conesqty 40
Traffic barriersqty 12
Bib numbersqty 250
Safety pinsqty 500
Medalsqty 220
Stopwatchesqty 4
Measuring tape
Blanketsqty 10
Reflective vestsqty 20
Umbrellasqty 8
First aid kitsqty 2
Ice packsqty 12

Equipment

Portable sound system
Wireless microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Megaphonesqty 3
Laptop
Printer
Cash boxqty 2
Rechargeable lampsqty 8

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Water jugsqty 12
Serving spoonsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring cupsqty 4
Kettlesqty 3
Coffee machinesqty 2
Napkin holdersqty 10

Decorations

Balloonsqty 150
Buntingqty 10
Tableclothsqty 10
Sponsor bannersqty 20
Directional signsqty 12
Markersqty 20
Rolls of tapeqty 12
Cable tiesqty 200

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Microfiber clothsqty 20
Washing-up tubsqty 3

Catering

Groceries

Tips

Confirm the date, location and route before opening registration. Allow at least 6–8 weeks for permits, notifications, sponsor outreach and promotion, especially if roads or public spaces are involved.
Set a clear registration deadline and print the participant list afterward. Sort bib numbers in advance, prepare safety pins, and keep a small buffer of spare numbers for late changes or damaged bibs.
Brief volunteers before race day, not at the start line. Give each traffic post a written position, arrival time and escalation contact, and use reflective vests so posts remain visible.
Prepare the route pack in course order: signs, cones, barriers, measuring tape and any timing equipment. Walk or cycle the route once before the event to check that signs are visible and barriers do not block access.
Plan the finish area separately from the start. Chill drinks, arrange medals and blankets, test the microphone and portable sound system, and keep first aid kits and ice packs accessible rather than packed away.

Frequently asked questions

How far in advance should I organise a charity run?: Start planning at least 8–12 weeks before the run. Use the first weeks for the date, venue, charity, budget and permissions, then open registration and recruit volunteers once the route is confirmed.
How many volunteers do I need for a charity run?: For a small run, plan on at least 1 volunteer at registration, 1 at the start, 1 at the finish and 1 at every traffic or route-control point. Add a coordinator and first-aid contact, then keep 2–3 reserve volunteers for breaks and absences.
When should I send charity run invitations?: Send the first invitations 6–8 weeks before the event and publish the route map as soon as it is final. Send a reminder 7 days before the run with the start time, meeting point, parking or travel details and any dietary information you need.
What should I prepare the day before a charity run?: Print the participant list, sort bib numbers, assemble the route pack, check the shopping list and chill drinks the day before. Also charge stopwatches, megaphones, power banks and lamps, and test the sound system before loading equipment.

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.