Charity run checklist: what to arrange and when

A charity run needs more than a route and a starting line. You must allow time for permits, registration, sponsorship, traffic control, volunteer assignments and race-day equipment. This checklist takes you from confirming the date and location to setting up tents, tables, signs, bibs, refreshments and the registration desk. Use it to keep the practical details moving in the right order, especially the items that are easy to leave until the final week.

Organize this event for free with Lizzt

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
Determine running route
3 people
Apply for permits
Reserve race numbers
Recruit volunteers
2 people
Publish registration form
Send invitations
2 people
Send sponsorship packages
2 people
Process registrations
Collect dietary requirements
Confirm reservations
Assign volunteers
2 people
Check the route and traffic points
3 people
Print start list
Print sponsor posters
Do the shopping
3 people
Sort bib numbers
2 people
Lay out route signs
2 people
Distribute the vests
2 people
Fill coolers
2 people
Prepare snacks
4 people
Print the run sheet and phone numbers

Event

Clear the site
4 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up registration desk
2 people
Set up the start and finish arch
4 people
Place route arrows
6 people
Place barrier tape along the route
4 people
Set up water stations
4 people
Set up first aid table
2 people
Set up sound system
2 people
Hang sponsor banners
3 people
Hang up decorations
3 people
Lay out bib numbers
2 people
Chill drinks
3 people
Display snacks
3 people
Brief volunteers
2 people
Check the route one last time
3 people
Open registration
3 people
Hand out race numbers
3 people
Register donations
2 people
Guide participants to the start
4 people
Give the opening speech
Start the charity run
2 people
Staff route checkpoints
8 people
Encourage participants
4 people
Hand out water
4 people
Register finishers
3 people
Hand out medal or souvenir
2 people
Refill drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Empty trash bins
2 people
Collect tableware
2 people
Prepare prizes for winners
2 people
Announce the results
2 people
Present prizes
2 people
Collect additional donations
3 people
Provide music
Serve the final drinks round
3 people
Close registration and cashier
2 people
Store cash and forms securely
2 people

Aftercare

Collect route signs
4 people
Remove barrier tape
3 people
Take down party tents
6 people
Clear tables and chairs
5 people
Pack up the sound system
2 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Check materials
2 people
Return materials
2 people
Transfer the donation amount
2 people
Send thank-you message
2 people
Publish results and photos
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 40
Beer tablesqty 6
Registration desk
Coat rack

Sports equipment

Bib numbersqty 180
Race bib strapsqty 180
Medalsqty 180
Route arrowsqty 35
Traffic conesqty 30
Crowd control barriersqty 12
Barrier tapeqty 6
Safety vestsqty 25
Stopwatchesqty 6
Clipboardsqty 10
Pensqty 30
Prizesqty 12

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Coolersqty 6
Speaker standsqty 2
Cash register
Donation boxesqty 4
Hand tally countersqty 4
Walkie-talkiesqty 8

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Thermos flasksqty 8
Pitchersqty 8

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Bread knivesqty 3
Ice packsqty 20

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Flashlightsqty 6
Fire extinguishersqty 2

Decorations

Sponsor postersqty 20
Flagsqty 12
Balloonsqty 100
Start and finish arch
Tableclothsqty 10
Sidewalk chalkqty 12

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 4
Broomsqty 4
Trash binsqty 4

Lighting

LED lampsqty 8
String lightsqty 6

Catering

Groceries

Tips

Start with the date, venue and route, then apply for permits before publishing registration. Permit lead times vary, so allow at least 6–8 weeks rather than treating approval as a final-week task.
Walk or cycle the full route with the traffic plan before race day. Mark crossings, sign positions and barrier points, and check that volunteers can communicate using walkie-talkies or phone numbers.
Close registration early enough to print an accurate start list and sort bib numbers. A practical cutoff is 3–5 days before the run, leaving time to handle dietary requirements and last-minute changes.
Assign volunteers by post, not just by name. Cover registration, route junctions, refreshments, finish-line timing, donations and clearing the site, then give every team a run sheet with key phone numbers.
Set up the site before runners arrive: build the party tents, place tables and chairs, prepare the registration desk, lay out route arrows and cones, fill coolers and put medals and reusable cups where they will be used.

Frequently asked questions

How far in advance should I organise a charity run?: Start planning at least 8–12 weeks before the event. Use the first few weeks for the date, location, route, permits, sponsorship packages and volunteer recruitment, then leave the final 7 days for printing, shopping and checks.
When should charity run registration close?: Close registration 3–5 days before race day if you need bib numbers, a start list and dietary information. Keep a small process for late entries only if you can update the list and supplies without delaying check-in.
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 finish and 1 at each key route or traffic point. Add a coordinator, refreshments support and a reserve, then increase the number after checking the route length and crossings.
What should I prepare the day before a charity run?: Print the start list, sponsor posters, run sheet and phone numbers; sort bibs; pack medals and prizes; check stopwatches, microphones, power supplies and walkie-talkies; and confirm every volunteer assignment. Do the shopping and prepare non-perishable snacks the day before, leaving only coolers and fresh items for race morning.

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.