Charity run checklist: plan the day from route to finish

A charity run needs more than a date, a route and runners. You need permits, insurance, traffic marshals, emergency contacts, registration, donation tracking and clear instructions for participants and volunteers. Start with the route and safety arrangements, then open registration and promotion. In the final week, check equipment, bib numbers, signs, water, sound equipment and the volunteer plan so nothing is left to arrange on race morning.

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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 the goal and proceeds
2 people
Set the date and route
3 people
Apply for permits
Reserve location for start
Check insurance
Reach out to emergency responders
2 people
Arrange traffic marshals
2 people
Create registration form
Open the Donation Page
Send invitations
2 people
Post promotion on social media
Approach local sponsors
3 people
Collect sponsor signs
2 people
Process registrations
2 people
Collect dietary requirements
Inspect route
3 people
Print the route map
Assign start numbers
2 people
Send participant information
Confirm barrier reservation
Confirm sound equipment reservation
Check the shopping list
2 people
Sort bib numbers
2 people
Print volunteer instructions
Do the shopping
3 people
Chill drinks
2 people
Prepare volunteer packs
2 people

Event

Mark off the starting area
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up water stations
3 people
Place route arrows
4 people
Place kilometer markers
2 people
Set up crowd-control barriers
4 people
Connect sound equipment
2 people
Prepare first aid supplies
2 people
Lay out bib numbers
2 people
Register volunteers
2 people
Brief volunteers
3 people
Open registration
4 people
Hand out race numbers
3 people
Register donations
2 people
Guide participants to the start
3 people
Deliver the welcome speech
Start the charity run
2 people
Staff route checkpoints
8 people
Hand out water along the route
6 people
Register finishers
3 people
Hand out fruit and snacks
3 people
Refill drinks
2 people
Guide the finish photo moment
2 people
Present prizes
2 people
Announce the final amount
Receive the last participants
3 people
Collect route arrows
4 people
Take down the barriers
4 people

Aftercare

Dismantle tables and chairs
4 people
Take down party tents
4 people
Collect waste
4 people
Clean the venue
4 people
Wash tableware and equipment
3 people
Secure donation funds
2 people
Turn off the sound equipment
2 people
Chill leftover food
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Finish and check the route
2 people
Process donations administratively
2 people
Send thank-you message
2 people
Publish results

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 30
Registration desk
Foldable tablesqty 2

Sports equipment

Bib numbersqty 250
Start number bandsqty 250
Route arrowsqty 40
Kilometer markersqty 10
Conesqty 30
Water cupsqty 700
Stopwatchesqty 4
Clipboardsqty 8
Whistlesqty 10
Reflective vestsqty 20
Crowd barriersqty 20

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 120
Coffee cupsqty 80
Thermos flasksqty 6

Catering

Coolersqty 6
Water jugsqty 8
Serving plattersqty 10
Serving utensilsqty 12
Tableclothsqty 8
Groceries

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6

First aid

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

Decorations

Sponsor bannersqty 12
Start/finish arch
Flagsqty 20
Bannersqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 10
Litter pickersqty 4
Bucketsqty 4
Washing-up tubsqty 3
Spongesqty 8
Tea towelsqty 12

Other

Cash box
Money counting machine
Pensqty 30
Waterproof markersqty 12
Rolls of tapeqty 8
Cable tiesqty 200
Scissor setsqty 6
Route mapsqty 100
Volunteer vestsqty 25

Tips

Set the route and start location before opening registration. Allow time for a route inspection, permit applications and arranging traffic marshals; a late route change affects signs, kilometer markers and participant information.
Keep the donation target and proceeds record separate from registration data. Check the donation page regularly and decide in advance who will reconcile registrations, sponsorship money and final proceeds after the run.
Send participant information at least 5 to 7 days before the event. Include the start time, meeting point, route map, bib-number instructions, parking or access details, water arrangements and what to do if the weather or route changes.
Prepare a volunteer pack 2 to 3 days before the run. Sort bib numbers, print instructions, assign positions for marshals and route markers, and give each team the equipment it needs, including reflective vests, whistles or clipboards.
Test the sound system and microphone at the start location before participants arrive. Check extension cords, power strips and backup arrangements, and place registration tables, water jugs, cups and coolers where queues will not block the start area.

Frequently asked questions

How far in advance should I organise a charity run?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the date, route, permits, insurance, emergency contacts and location; open registration only after the basic safety arrangements are confirmed.
When should I apply for a charity run permit?: Apply as soon as the route and date are reasonably fixed, preferably 8 to 10 weeks before the run. Permit processing times vary, so do not wait until registration or promotion has already started.
When should I send charity run information to participants?: Send the main participant information 5 to 7 days before the event, then issue a short final reminder 24 hours before the start. Include the route map, start location, bib details and any confirmed changes.
How much water do I need for a charity run?: Plan at least 250 to 500 ml of water per participant for the event, then add extra for warm weather, volunteers and finish-area use. Prepare water jugs, cups or reusable cups and a refill plan before 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.