Cross country run organising checklist

A cross country run needs more than a measured route and a starting line. You must secure permissions, inspect the course, organise traffic control, brief volunteers and prepare registration before race day. The final days are mainly about checking the forecast, shopping, printing race materials and assembling starter packs. Use this checklist to work through the planning in order, from setting the date and route to handing out medals at the finish.

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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 date and route
2 people
Check permits and notifications
Reserve start and finish location
Inspect the course on site
2 people
Measure the course distance final
2 people
Coordinate traffic measures
2 people
Recruit volunteers
2 people
Open registration form
Send invitations
2 people
Approach sponsors
2 people
Design race numbers
Create course map
Process registrations
2 people
Collect dietary requirements
Create volunteer schedule
2 people
Brief traffic controllers
2 people
Prepare music and announcements
2 people
Order prizes and medals
Compile shopping list
2 people
Print race numbers and forms
2 people
Check the weather forecast
Process registrations final
2 people
Pass dietary requirements to catering
Do the shopping
3 people
Assemble starter packs
4 people
Lay out prizes and medals
2 people
Sort route arrows
2 people
Communicate weather decision
2 people
Pick up venue keys
Bring materials to the venue
4 people
Set up start and finish arches
4 people
Set up tables and chairs
4 people
Set up registration desk
3 people
Signpost the changing room
2 people
Set out the course
8 people
Set up traffic barriers
6 people
Check course markings
4 people
Set up water stations
4 people
Set up first aid table
2 people
Test sound system
2 people
Chill drinks
3 people
Prepare snacks
4 people
Display race numbers
2 people
Register volunteers
2 people

Event

Staff volunteer posts
10 people
Receive participants
4 people
Hand out race numbers
3 people
Carry out the final course check
4 people
Give the introduction briefing
2 people
Get participants started
4 people
Record times
3 people
Secure intersections
8 people
Staff water stations
6 people
Receive finishers
4 people
Hand out medals
2 people
Serve drinks
4 people
Refill drinks
2 people
Serve snacks
3 people
Check results
2 people
Handle prize ceremony
3 people
Inform the audience
Collect lost and found items
Close registration desk
2 people

Aftercare

Clear the course
8 people
Remove traffic barriers
6 people
Take down the start and finish arches
4 people
Collect waste
4 people
Wash dishes and supplies
4 people
Clean the venue
5 people
Package leftover food
2 people
Sort materials
4 people
Return borrowed items
2 people
Publish results
Thank participants
2 people
Handle deposits and waste

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 3
Buffet tablesqty 4
Folding chairsqty 30
High tablesqty 6
Tableclothsqty 10

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Stopwatchqty 4
Laptopqty 2
Printer
Walkie-talkiesqty 8

Sports equipment

Start and finish archqty 2
Route arrowsqty 80
Course tapeqty 12
Conesqty 40
Marking sprayqty 12
Bib numbersqty 180
Bib holdersqty 180
Participant medalsqty 180
Trophiesqty 12
Water jerry cansqty 8
Reusable drink cupsqty 250
Clipboardsqty 8
Pensqty 30
Measuring tapesqty 2
First aid kitsqty 2
Emergency blanketsqty 20
Ice packsqty 12
Safety vestsqty 20
Traffic barriersqty 20
Traffic conesqty 24
Barrier tapeqty 6
Flashlightsqty 8
Umbrellasqty 8

Tableware

Platesqty 200
Bowlsqty 100
Cutlery setsqty 200
Drinking glassesqty 200
Coffee cupsqty 80
Thermos flasksqty 8

Kitchen

Coolersqty 6
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Bottle openersqty 4
Ice packsqty 24

Decorations

Start sign
Finish sign
Direction signsqty 20
Sponsor bannersqty 8
Balloonsqty 100

Lighting

LED lampsqty 10
String lightsqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 2
Bucketsqty 4
Cleaning spongesqty 12
Hand soap dispensersqty 4
Disinfectant gelqty 8

Catering

Groceries

Tips

Finalise the route on site before opening registration. Measure the distance again, check difficult sections and decide where route arrows, cones and course tape will be needed.
Start permit and traffic arrangements early. Notifications, road measures and traffic controllers can affect the route, so confirm these before sending invitations or accepting registrations.
Set a clear volunteer schedule with named positions. Brief traffic controllers separately and use walkie-talkies where marshals, registration staff and the finish team cannot see one another.
Plan water and catering from the final registration count. Pass dietary requirements to catering before race day, and prepare reusable cups, water jerry cans and first aid supplies at their assigned points.
Do the final print and packing check in the last week. Print bib numbers and forms, test the printer and sound system, then assemble starter packs so registration is not delayed on the morning.

Frequently asked questions

How far in advance should I plan a cross country run?: Start planning at least 8 to 12 weeks before the run. That gives you time to confirm the route, arrange permits and traffic measures, recruit volunteers, approach sponsors and open registration.
How many volunteers do I need for a cross country run?: Plan at least one person for registration, one finish-line coordinator and one marshal at every junction or course section that needs supervision. Add replacements and a small reserve, especially for a route with traffic crossings or poor visibility.
When should I mark the cross country course?: Inspect and measure the route several weeks before the event, then place arrows, cones and course tape on race day or the day before. Recheck all markings shortly before the start because weather, vehicles or other users can move them.
How much water should I prepare for a cross country run?: Use the final participant count to plan water and cups, with enough capacity for the full field plus a reserve. Set up water jerry cans before runners arrive and check that every planned water point can be reached by the volunteers assigned to it.

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.