City Run planning checklist

Organising a City Run involves more than marking a route and sending out invitations. Start with the distance, permit, insurance and traffic plan, then lock in the start and finish locations before registrations open. In the final weeks, assign volunteers, publish clear participant information and prepare bibs, route signs, timing and emergency contacts. This checklist also covers the details that are often left too late, such as toilets, waste collection, power, weather checks and race-day supplies.

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

Record route and distance
2 people
Apply for a permit from the municipality
Arrange event insurance
Confirm the start and finish location
Draw up traffic plan
2 people
Brief traffic controllers
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Assign start numbers
2 people
Collect dietary requirements
Send participant information
2 people
Publish route online
Reserve timing
Reserve toilets
Arrange waste collection
Order print materials
Sort bib numbers
3 people
Assemble volunteer packs
3 people
Check route in advance
2 people
Check the weather forecast
Print participant list
Print emergency numbers
Do the shopping
3 people
Fill coolers
3 people
Mark the start and finish area
4 people
Set up barriers
6 people
Place route arrows
4 people
Place kilometer markers
2 people
Place information signs
2 people
Set up registration tables
4 people
Place chairs at registration
3 people
Build party tents
6 people
Build the start arch
4 people
Build the finish arch
4 people
Set up timing
2 people
Set up the first aid station
2 people
Set up water station
4 people
Set out finish drinks
3 people
Lay out bib numbers
3 people
Set up the medal distribution
2 people
Test sound system
2 people
Test communication radios
3 people

Event

Register volunteers
2 people
Brief volunteers
3 people
Hand out bib numbers
6 people
Process late registrations
2 people
Staff the cloakroom
2 people
Guide the starting area
4 people
Give the signal
2 people
Staff traffic points
12 people
Staff route checkpoint
4 people
Hand out water
6 people
Record split times
2 people
Guide the finish
6 people
Hand out medals
4 people
Serve finish drinks
4 people
Hand out fruit and snacks
4 people
Refill drinks
3 people
Empty trash bins
3 people
Support first aid
2 people
Check results
2 people
Set out prizes
2 people
Handle prize ceremony
3 people
Escort participants to the exit
3 people

Aftercare

Collect registration materials
3 people
Dismantle the barriers
6 people
Remove route signs
4 people
Take down party tents
6 people
Take down the start and finish arches
4 people
Gather sports equipment
3 people
Collect crockery and cups
3 people
Sort waste
4 people
Clean the grounds
5 people
Check toilets
2 people
Empty coolers
2 people
Wash dishes
3 people
Clean tables and chairs
3 people
Store materials dry
3 people
Return borrowed items
2 people
Publish results
Send a thank-you gift to participants
2 people
Register lost property
Store leftovers refrigerated
2 people

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 6
Foldable tablesqty 8
Folding chairsqty 40
Coat racksqty 4
Crowd control barriersqty 40

Sports equipment

Bib numbersqty 250
Safety pinsqty 500
Starting ribbonsqty 4
Route arrowsqty 60
Kilometer markersqty 10
Finish ribbon
Medalsqty 250
Stackable cratesqty 20
Coolersqty 8
Water jugsqty 8
Spons tubsqty 6
Stage blocksqty 3
Stopwatchesqty 6
Whistlesqty 15
Reflective vestsqty 25
Course tapeqty 8

Equipment

Walkie-talkiesqty 12
Spare batteriesqty 24
Speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2
Printer
Laptopsqty 2
Portable lightingqty 6

Safety

First aid kitsqty 3
AED
Emergency blanketsqty 20
Disposable glovesqty 200
Safety vestsqty 25
Flashlightsqty 8
Power banksqty 6

Lighting

String lightsqty 4
LED lanternsqty 8

Decorations

Start banner
Finish banner
Sponsor bannersqty 8
Conesqty 30
Balloonsqty 100

Tableware

Reusable cupsqty 300
Reusable platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Bottle openersqty 4
Ice packsqty 30

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries

Tips

Set the route and distance before opening registration. Check the course in advance, record the final route online and place kilometre markers and arrows where runners can see them clearly.
Apply for the municipal permit and arrange event insurance early enough to allow changes to the traffic plan. Confirm the start and finish location before ordering printed materials.
Brief traffic controllers and volunteers in advance, then give each person a specific position and duty. Prepare reflective vests, whistles and walkie-talkies, and keep spare batteries ready.
Send participant information before race day with the route, start time, registration instructions, dietary information deadline and emergency contacts. Print a participant list and emergency numbers for the registration area.
Do the final weather check before loading the equipment. Pack bib numbers, safety pins, medals, water jugs, coolers, route signs, power strips and charging stations so setup does not depend on a last-minute shop.

Frequently asked questions

How early should I start planning a City Run?: Start at least 12 to 16 weeks before race day. Use the first weeks for the route, municipality permit, insurance and locations, then leave the final 2 to 3 weeks for volunteer assignments, participant information and supplies.
How many volunteers do I need for a City Run?: Plan one volunteer for each key route or crossing position, plus staff for registration, the start and finish, water points and the finish area. Confirm assignments at least 7 days before the run and give everyone a written briefing.
When should City Run registrations close?: Close registrations 3 to 7 days before the event if you need time to sort bib numbers, print the participant list and prepare packs. Keep a short buffer for correcting names and dietary requirements.
What should I check the day before a City Run?: Check the weather forecast, route markings, start and finish setup, toilets, timing equipment, power and communication devices the day before. Charge walkie-talkies and phones, print emergency numbers and separate the volunteer packs before arrival.

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.