Charity Run Checklist

Organising a charity run involves more than marking out a route and opening registration. You need time for permits, traffic control, medical arrangements, volunteer coordination and participant information. This checklist takes you from setting the fundraising goal to assembling starter packs and checking the course on race day. It also helps prevent common last-minute problems, such as missing bib numbers, unclear volunteer duties or power supplies that do not reach the sound system.

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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

Set the start date and goal
2 people
Prepare the budget
2 people
Confirm the charity
Lay Out Route Provisionaly
3 people
Apply for permits
Draw up traffic plan
2 people
Reserve start and finish location
Check insurance
Publish registration form
2 people
Send invitations
2 people
Send sponsorship packages
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Design race numbers
Print bib numbers and lists
2 people
Collect medical contact details
Arrange the first aid post
Assign traffic controllers
2 people
Check route with the municipality
3 people
Send volunteer letter
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Assemble starter packs
5 people
Chill drinks
2 people
Mark route
6 people
Build the start and finish arch
4 people
Set up party tents
6 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up water station
3 people
Set up the first aid station
2 people
Test sound system
2 people
Lay out bib numbers
2 people
Fill the medal and presentation table
2 people
Brief volunteers
3 people

Event

Staff route posts
8 people
Receive participants
4 people
Process late registrations
2 people
Hand out race numbers
3 people
Give the start briefing
Explain the charity
Start the race
2 people
Encourage participants
6 people
Hand out water
4 people
Hand out fruit and snacks
3 people
Refill drinks
2 people
Keep track of finish times
3 people
Hand out medals
3 people
Announce the end time
Handle prize ceremony
3 people
Announce the Donation Total
See the audience home
4 people

Aftercare

Dismantle route checkpoints
6 people
Remove route signage
4 people
Take down tents and arch
6 people
Take down tables and chairs
4 people
Collect waste
4 people
Clean materials
3 people
Leave venue clean
4 people
Pack audio equipment
2 people
Return materials
3 people
Send participant results
Send thank-you messages
2 people
Transfer Proceeds
2 people
Publish photos and results
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 24
High tablesqty 4
Waste binsqty 8

Sports equipment

Start and finish arch
Traffic conesqty 80
Route arrowsqty 40
Crowd control barriersqty 12
Disposable cupsqty 500
Bib numbersqty 350
Safety pinsqty 800
Finish ribbonsqty 350
Participant medalsqty 350
Stopwatchesqty 6
Clipboardsqty 10
High-visibility vestsqty 30
Traffic flagsqty 12
Flashlightsqty 8

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 8
Mobile phonesqty 6
Megaphoneqty 2
Camera

Tableware

Reusable cupsqty 150
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Thermos flasksqty 8

Kitchen

Coolersqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Serving jugsqty 8
Coolersqty 4

Decorations

Charity bannersqty 6
Balloon archesqty 2
Tableclothsqty 8
Directional signsqty 20
Information boardsqty 8

Lighting

LED light garlandsqty 6
Battery lanternsqty 10

Cleaning

Broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning spongesqty 12

Catering

Groceries

Tips

Set the route and date before opening registration. Allow at least several weeks for permit applications, a traffic plan and a formal route check with the municipality.
Collect emergency contact details and dietary requirements during registration, not at check-in. Keep the information on a controlled list for the first aid team and event organisers.
Give each volunteer a specific post, arrival time and contact method. Traffic controllers should know their exact junction, while the first aid team needs a clearly identified position near the course.
Prepare bib numbers, safety pins, participant lists, medals and starter packs before race week. Sorting these items by registration group prevents a queue at the start area.
Check the forecast and walk the route shortly before the event. Bring route arrows, cones, barriers, high-visibility vests, traffic flags and flashlights so changes can be made safely on the day.

Frequently asked questions

How far in advance should I organise a charity run?: Start planning at least 8 to 12 weeks before the run. This gives you time to confirm the charity, set the budget, apply for permits, recruit volunteers and publish registration.
When should I apply for a charity run permit?: Apply as soon as the provisional route and date are known, preferably 8 weeks before the event. Permit requirements vary, and the approved route may affect your traffic plan and start or finish location.
How many volunteers do I need for a charity run?: Plan for at least one volunteer at every controlled junction, plus separate people for registration, first aid support, refreshments and the finish area. For a small run, assign these roles several weeks in advance and confirm attendance during race week.
What should I prepare the day before a charity run?: Assemble starter packs, print participant lists, sort bib numbers and check the sound system, microphones, phones and power supplies the day before. Also confirm the weather, volunteer arrival times, route markings and first aid post.

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.