Company marathon checklist: what to arrange and when

A company marathon needs more than a registration form and a marked route. You have to secure the start and finish area, arrange permits and medical support, set up timing, and give participants clear information before race day. This checklist covers the work from choosing the date and checking the route to assigning volunteers, preparing bibs and setting out equipment. Use it to keep safety, logistics and the participant experience on track without leaving critical jobs until the final 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 date and route
2 people
Reserve start and finish location
Arrange permits and notifications
Draw up traffic plan
2 people
Arrange medical support
Reserve timekeeping
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Send participant information
Recruit volunteers
2 people
Assign volunteers
2 people
Carry out a route check
3 people
Print the route map
Sort bib numbers
2 people
Print participant lists
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Lay out race bibs and shirts
2 people
Set out route arrows and ribbons
2 people
Check the weather forecast

Event

Inspect the site
3 people
Set up the start and finish arch
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up care stations
4 people
Place route arrows
5 people
Place traffic barriers
6 people
Test audio and microphone
2 people
Test time tracking
2 people
Hand out bib numbers
3 people
Receive participants
3 people
Manage luggage drop-off
3 people
Lead the warm-up
2 people
Give the start briefing
2 people
Start the marathon
3 people
Staff route checkpoints
12 people
Refill drinks
3 people
Restock fruit and snacks
3 people
Register finishers
3 people
Hand out medals
2 people
Serve recovery drink
3 people
Set up buffet
4 people
Serve the buffet
5 people
Check toilets
2 people
Empty trash bins
2 people
Publish closing times
2 people
Carry out award ceremony
3 people
See participants off
3 people

Aftercare

Remove route arrows
5 people
Remove traffic barriers
6 people
Dismantle materials
5 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
4 people
Return luggage
2 people
Empty and clean coolers
2 people
Return rented materials
2 people
Send results and photos
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 50
Start and finish arch
Coat racksqty 3
Clothes hangersqty 120

Tableware

Reusable cupsqty 250
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12

Sports equipment

Bib numbersqty 150
Race bib strapsqty 150
Finisher medalsqty 150
Route arrowsqty 80
Crowd control barriersqty 30
Traffic conesqty 50
Barrier tapeqty 10
Time registration system
Stopwatchesqty 6
Route mapsqty 30

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Walkie-talkiesqty 12
Laptopsqty 3
Printer
Handheld megaphoneqty 2
Coolersqty 8

Lighting

Work lightsqty 6
String lightsqty 4

Kitchen

Thermos flasksqty 8
Coffee machinesqty 3
Water jugsqty 12
Cutting boardsqty 4
Chef and serving knivesqty 6
Ice packsqty 30

Decorations

Bannersqty 6
Balloonsqty 100
Tableclothsqty 12

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpans and brushesqty 4

Catering

Groceries

Tips

Start with the date, route and locations, then confirm permits, notifications and the traffic plan before opening registration. Changes to the route can affect every later task.
Set a registration deadline that leaves time to process entries, collect dietary requirements, create starter groups and send participant information. Aim to send final instructions several days before the marathon.
Assign volunteers by location and shift, not just by general task. Make sure route marshals, start and finish teams and catering helpers know where to report and have a way to communicate.
Check the route in person before printing maps or placing arrows and ribbons. Look for crossings, confusing turns, narrow sections and places where barriers or traffic cones are needed.
Do a full site inspection before participants arrive. Test the timing system, speakers, microphones, power supplies and walkie-talkies, and keep bibs, participant lists, medals, drinks and catering supplies together for quick access.

Frequently asked questions

How far in advance should I plan a company marathon?: Start planning at least 8 to 12 weeks before race day. Permits, traffic notifications, medical support, timing and volunteer scheduling can take longer than expected, especially when the route uses public roads.
When should registration close for a company marathon?: Close registration about 7 to 10 days before the event if you need time to process entries and prepare bibs, shirts, participant lists and starter groups. Set the deadline earlier if catering quantities or custom materials depend on final numbers.
How many volunteers are needed for a company marathon?: Plan at least one volunteer for each key route position or crossing, plus separate teams for registration, the start and finish area, catering and course support. Final numbers depend on the route, but make the assignment list at least one week before race day.
What should I check the day before a company marathon?: Check the weather forecast, inspect the site and confirm deliveries, route markings, barriers, cones, timing equipment and power supplies. Chill drinks, prepare catering and sort bibs and participant lists so the race-day setup is limited to placement and testing.

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.