Company run checklist: from route planning to finish line

A company run needs more than a route and a group email. You need time to secure the start and finish area, arrange traffic measures, collect registrations, brief volunteers and prepare the course. This checklist puts those jobs in a workable order, from route planning to the final drinks and medals. It also covers details that are easy to leave too late, such as bib numbers, dietary requirements, safety equipment and chilled refreshments.

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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

Set the route and traffic plan
2 people
Reserve start and finish location
Arrange the required traffic measures
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers to stations
2 people
Send out the staff briefing
Check the on-site route
2 people
Create bib numbers and participant list
2 people
Sort staff vests and bib numbers
2 people
Lay out medals and shirts
2 people
Do the shopping
3 people
Pick up rented materials
2 people
Prepare snacks
4 people
Chill drinks
2 people
Set up route signs and barriers
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up drink and food stations
3 people
Set out first aid and safety equipment
2 people
Set out course with volunteers
6 people

Event

Brief volunteers and stations
2 people
Register participants
4 people
Hand out bib numbers and shirts
3 people
Guide participants to the start
3 people
Handle the starting gun and timekeeping
3 people
Staff the course checkpoints
8 people
Staff the water station
3 people
Welcome finishing participants
4 people
Hand out medals
2 people
Check results
2 people
Support awards ceremony
3 people
Serve snacks and buffet
4 people
Refill drinks
2 people
Provide coffee and tea
2 people
Collect waste along the way
2 people

Aftercare

Remove course materials
5 people
Dismantle tents, tables and chairs
4 people
Wash dishes and kitchen equipment
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
2 people
Send results and thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4

Sports equipment

Start and finish arch
Directional signsqty 25
Traffic conesqty 40
Crowd control barriersqty 12
Bib numbersqty 130
Safety vestsqty 20
Stopwatchesqty 4
Medalsqty 120
Sports shirtsqty 120

Equipment

Megaphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 4

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 12
Coffee machinesqty 2

Lighting

String lightsqty 4

Catering

Water jugsqty 8
Waste binsqty 8
Picnic blanketsqty 12
Groceries

Cleaning

Mop setqty 2
Broom setsqty 3
Bucketsqty 4

Tips

Set the route and traffic plan before opening registration. Confirm the start and finish location and arrange cones, barriers, signs and any required traffic measures early enough for approvals and delivery.
Close registration several days before the run, then create the participant list and bib numbers. Use the final list to assign volunteers, prepare shirts and check dietary requirements for the food station.
Brief volunteers before race day, not when they arrive at their stations. Give each person a clear position, arrival time and responsibility for route guidance, registration, refreshments or safety.
Complete an on-site route check before setup begins. Walk the full course, confirm that signs and barriers are visible, and make sure volunteers can communicate using stopwatches or a megaphone.
Prepare the finish area in a separate sequence from the course. Set up the arch, tables, chairs, tents, registration point, drinks, snacks, medals and shirts so the finish line does not become a bottleneck.

Frequently asked questions

How far in advance should I organise a company run?: Start planning at least 6 to 8 weeks before the run. Reserve the start and finish location, confirm traffic requirements and open registration early; leave the final week for participant numbers, supplies and volunteer briefings.
How many volunteers do I need for a company run?: Plan at least one volunteer for registration, one for each key course station and two at the start and finish area. Add extra people for busy crossings, refreshments and first aid responsibilities after checking the route.
When should I close registration for a company run?: Close registration 3 to 5 days before the event if you need bib numbers, shirts, medals and food quantities ready. Keep a small buffer for late changes, but avoid printing and shopping from an unconfirmed list.
How much food and drink should I prepare for a company run?: Prepare water for every participant at the finish and allow roughly 1 snack portion per runner, plus 10% extra. Chill drinks the day before, and use the final registration numbers to adjust dietary-specific food and serving supplies.

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.