City Marathon Checklist: What to Arrange and When

A city marathon needs more than a route and a finish line. You must secure the start and finish locations, obtain route approval, coordinate traffic control, and arrange medical support before registrations open. This checklist puts the work in a practical order, from setting the date and publishing the route to checking bibs, placing water stations, and briefing volunteers. Use it to keep permits, suppliers, race equipment, and race-day teams aligned.

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

Set the event date
2 people
Reserve start and finish location
2 people
Design the marathon route
3 people
Apply for a route permit
2 people
Submit traffic plan
2 people
Arrange medical support
2 people
Arrange timekeeping
2 people
Schedule traffic stewards
2 people
Recruit volunteers
3 people
Open registration form
2 people
Send invitations
2 people
Publish route map
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Order race numbers
2 people
Order medal design
2 people
Book catering
2 people
Reserve drinks service
2 people
Reserve barriers and traffic signs
2 people
Reserve tents and furniture
2 people
Send the volunteer briefing
2 people
Check bib numbers
2 people
Carry out a route check
3 people
Develop traffic posts
2 people
Set up water stations
2 people
Sort finish medals
2 people
Print participant list
2 people
Assemble starter packs
6 people
Check groceries
2 people
Do the shopping
3 people
Bring materials to the venue
4 people
Inspect the route in advance
3 people
Block off the start area
4 people
Build the finish arch
4 people
Set up tents
6 people
Set up tables and chairs
6 people
Set up registration desks
4 people
Prepare starter packs
4 people
Install time tracking
3 people
Test sound system
2 people
Set up water stations
8 people
Put up route signs
6 people
Set up traffic barriers
8 people
Prepare first aid supplies
3 people

Event

Register participants
8 people
Hand out race numbers
6 people
Manage luggage drop-off
4 people
Guide the starting area
6 people
Give the opening briefing
2 people
Start the marathon
4 people
Staff water stations
16 people
Refill drinks
8 people
Staff traffic posts
12 people
Check the route barriers
4 people
Receive finishers
6 people
Present medals
4 people
Serve finish catering
6 people
Keep the finish area clean
4 people
Handle baggage collection
4 people
Register lost items
2 people
Register end time
3 people
Guide the last participants
4 people
Officially close the finish line
2 people

Aftercare

Collect route signs
6 people
Collect traffic barriers
8 people
Tear down time tracking
3 people
Take down tents
6 people
Dismantle furniture
6 people
Collect waste
6 people
Clean the venue
6 people
Return materials
4 people
Return rented items
3 people
Return borrowed materials
3 people
Store leftover food
2 people
Wash dishes
4 people
Publish results
2 people
Inform participants
2 people
Handle lost and found
2 people
Check invoices
2 people

What to bring

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

Furniture

Party tentsqty 6
Folding tablesqty 24
Folding chairsqty 40
Bar stoolsqty 12
Waste binsqty 24
Clothes racksqty 4

Sports equipment

Bib numbersqty 1200
Race bib strapsqty 1200
Finish medalsqty 1200
Disposable cupsqty 10000
Water bottlesqty 1200
Spongesqty 1500
Coolersqty 18
Water jerry cansqty 30
Foldable cratesqty 40
Finish arch
Timing matsqty 4
Barcode scannersqty 6
Route arrowsqty 80
Kilometer markersqty 43
Warning signsqty 30
Traffic conesqty 120
Crowd barriersqty 180
Barrier tapeqty 20
Starter pistol
Stopwatchesqty 12
Route mapsqty 50
Clipboardsqty 20
Pensqty 100
Walkie-talkiesqty 20
Power banksqty 12
Flashlightsqty 20
Umbrellasqty 10
Blanketsqty 30
First aid kitsqty 6
Emergency blanketsqty 100
Nitrile glovesqty 500
Wayfinding arrowsqty 60

Equipment

Laptopsqty 6
Tabletsqty 8
Printersqty 3
Extension cordsqty 12
Power stripsqty 12
Mobile chargersqty 12
Portable speakersqty 2
Microphonesqty 2
Megaphonesqty 4
Flashlightsqty 12

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 80

Tableware

Reusable drinking cupsqty 600
Platesqty 500
Cutlery setsqty 500
Coffee cupsqty 150
Pouring jugsqty 30
Serving traysqty 12

Kitchen

Thermos flasksqty 12
Kettlesqty 4
Refrigeratorsqty 4
Cutting boardsqty 8
Chef's knivesqty 8
Pliersqty 12
Serving spoonsqty 12
Ice packsqty 60

Decorations

Start line ribbonsqty 2
Stage drapesqty 4
Sponsor bannersqty 20
Flagsqty 30
Conesqty 40

Cleaning

Broom setsqty 6
Litter pickersqty 8
Bucketsqty 8
Mopsqty 8
Spongesqty 20
Reusable clothsqty 30
Hand soap dispensersqty 12
Hand sanitizer pumpsqty 12
Paper dispensersqty 12

Catering

Groceries

Tips

Start permits and traffic planning early: submit the route permit application and traffic plan before publishing the route or opening registration. Build in at least 8–12 weeks for approvals and revisions.
Confirm the route with a physical check before race week. Verify kilometer markers, route arrows, warning signs, barriers, traffic cones, and every traffic post against the published map.
Count hydration supplies by station, not only by runner. Prepare enough cups, bottles, sponges, coolers, and water jerry cans for the expected field, then add a separate reserve for delays or hot weather.
Brief volunteers no later than 3–5 days before race day. Give each person a post, arrival time, contact method, and clear instructions for using walkie-talkies and escalating incidents.
Test timing and finish operations before runners arrive. Check timing mats, barcode scanners, stopwatches, bib numbers, the finish arch, medal handover, and the flow from finishers to catering and drinks.

Frequently asked questions

How far in advance should I plan a city marathon?: Start planning at least 6–12 months before race day. Set the date and reserve the start and finish locations first, then allow 8–12 weeks for route permits, traffic plans, and revisions.
When should marathon registration open?: Open registration only after the route, start and finish locations, and basic safety arrangements are confirmed. A practical timeline is 4–6 months before race day, leaving time to process entries and order bib numbers.
How many water stations does a city marathon need?: Plan a water station roughly every 5 kilometres, with additional support near the finish or on exposed sections. Final numbers depend on the route, weather, field size, and local medical guidance, so calculate cups, bottles, sponges, coolers, and water containers per station.
When should volunteers receive the marathon briefing?: Send the volunteer briefing 3–5 days before the event and repeat key instructions at an on-site check-in. Include post locations, reporting times, traffic duties, radio channels, emergency contacts, and what to do if a route section changes.

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.