Diabetes run checklist: what to arrange and when

A diabetes run needs more than a route and a finish line. You must secure permissions, check the course, organise traffic measures, collect medical information and place water and care stations where runners can reach them. Start early enough to confirm the venue, sponsors, volunteers and equipment before registration opens. This checklist gives you a clear order for the main preparations, from recording the date and route to setting up the start and finish area.

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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 venue
Report the permit and route
Set up the start and finish area
2 people
Coordinate traffic measures
2 people
Send invitations
2 people
Open registration form
Approach sponsors and partners
2 people
Publish route online
Process registrations
2 people
Collect dietary requirements
Record medical concerns
2 people
Recruit volunteers
2 people
Assign checkpoints along the route
2 people
Confirm reservations
Design race numbers
Design route signs
Create volunteer schedule
2 people
Send participant information
Check the shopping list
2 people
Do the shopping
3 people
Sort bib numbers and wristbands
2 people
Cycle and check the route
2 people
Prepare route signs
3 people
Set up water and care stations
4 people
Fill coolers
2 people
Print route maps
2 people
Print participant lists
Check first aid supplies
2 people
Check the weather forecast

Event

Open venue
2 people
Set up tents and tables
6 people
Set up the start and finish arch
4 people
Place route signs
4 people
Set up start number table
3 people
Set up the medical information booth
2 people
Test sound system
2 people
Restock first aid stations
4 people
Brief volunteers
3 people
Open registration desk
3 people
Hand out race numbers
4 people
Inform participants
2 people
Chill drinks
2 people
Prepare snacks
4 people
Lead the group warm-up
2 people
Give the signal
2 people
Staff route checkpoint
8 people
Receive participants at the finish line
4 people
Refill drinks
3 people
Serve snacks
4 people
Register finishers
2 people
Present awards and thank-yous
3 people
Restock the buffet
3 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Answer participant questions
2 people
Collect the final route signs
3 people
See participants off
2 people

Aftercare

Collect materials
5 people
Take down tents and furniture
6 people
Wash dishes and kitchen equipment
3 people
Clean the venue
4 people
Dispose of waste
3 people
Return borrowed materials
2 people
Store leftover food
2 people
Check route signs and barriers
2 people
Send participant thank-yous
Share photos with participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Beer tablesqty 8
Chairsqty 60
High tablesqty 8
Waste binsqty 10
Coolersqty 8

Equipment

Sound system
Wireless microphonesqty 2
Laptopsqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Walkie-talkiesqty 10

Sports equipment

Bib numbersqty 220
Race bib strapsqty 220
Medal ribbonsqty 220
Conesqty 30
Barrier tapeqty 8
Water cupsqty 500
Drink dispensersqty 8
Blanketsqty 6
Stopwatchesqty 6
Bikesqty 4

Safety

First aid kitsqty 3
AEDs
Reflective vestsqty 20
Flashlightsqty 8
Emergency blanketsqty 20
Ice packsqty 24

Signage

Directional signsqty 30
Directional signsqty 20
Start/finish arch
Information boardsqty 8
Notice boardsqty 3

Administration

Clipboardsqty 12
Pensqty 40
Markersqty 20
Staplersqty 4
Name stickersqty 250
Table numbersqty 12

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee potsqty 6
Teapotsqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 8
Serving spoonsqty 10
Storage binsqty 12
Ice packsqty 24

Decorations

Buntingqty 12
Balloon archesqty 2
Tableclothsqty 12
Bannersqty 6

Lighting

LED light stringsqty 8
Battery lampsqty 12

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand sanitizer pumpsqty 8

Catering

Groceries

Tips

Record the date, route and venue first, then report the route and permit requirements before publishing registration. Allow at least 8–12 weeks for permissions and traffic measures if your course uses public roads.
Ask participants for medical concerns and dietary requirements during registration, not in a separate last-minute message. Send the final participant information at least 7 days before the run, including the route, start time, arrival instructions and what to do in an emergency.
Assign volunteers to every checkpoint, water station and care point, then create a shift schedule with contact details. Plan at least 1 coordinator per checkpoint and give team leaders walkie-talkies or another reliable way to communicate.
Cycle or walk the complete route shortly before the event and check signs, crossings, surfaces and access for emergency vehicles. Prepare spare cones, barrier tape, reflective vests and flashlights so a missing or damaged sign does not disrupt the run.
Set up water and care stations before participants arrive, with drink dispensers, water cups, blankets, first aid kits and access to an AED. Keep extension cords, power strips and power banks organised at the start and finish so microphones, laptops and payment terminals can be tested safely.

Frequently asked questions

How far in advance should I organise a diabetes run?: Start planning at least 8–12 weeks before race day. This gives you time to secure the venue, report the route, arrange traffic measures, recruit volunteers and open registration without rushing.
What medical information should runners provide when registering?: Ask for relevant medical concerns, emergency contact details and any dietary requirements during registration. Review the information at least 7 days before the event and share only what the responsible medical and volunteer teams need.
How many volunteers do I need for a diabetes run?: Use at least 1 responsible volunteer at every checkpoint and care station, plus a coordinator for the start and finish area. Add extra people for registration, traffic crossings and water distribution; confirm the full schedule 2–3 weeks before race day.
When should I send the participant information?: Send the main participant information at least 7 days before the run. Include the route, bib number instructions, arrival time, water and care station details, parking or access information and the emergency procedure.

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