Field race checklist: what to arrange and when

A field race needs more than a marked-out course and a start time. You need to confirm the route, permissions, safety cover, timing method, volunteers and participant information before race day. This checklist also covers practical details that are easy to leave late, such as bib numbers, course maps, toilets, drink stations, starter packs and chilled drinks. Work through the planning tasks in order, then use the final days to check the forecast, confirm the participant list and prepare the course equipment.

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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
Measure the course
2 people
Set start and finish locations
2 people
Determine race categories
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Design race numbers
Print race numbers
2 people
Print the course map
Prepare timekeeping
2 people
Arrange medical support
Assign traffic posts
2 people
Order course markers
Order prizes and medals
Book catering
Check toilets
Check the weather forecast
Finalize the participant list
2 people
Assemble starter packs
4 people
Do the shopping
3 people
Chill drinks
2 people
Sort route signs
2 people
Bring materials to the venue
4 people
Place start numbers by category
3 people
Distribute volunteer instructions
2 people

Event

Build the start and finish arch
4 people
Set up registration tables
3 people
Set up party tents
4 people
Connect power supply
2 people
Set out the course
8 people
Set up traffic posts
6 people
Set up water stations
4 people
Set up first aid table
2 people
Set up finish registration
2 people
Build the catering buffet
4 people
Prepare starter packs
3 people
Run a sound check
2 people
Give the traffic post briefing
2 people
Brief course stations
2 people
Open registration
4 people
Hand out race numbers
4 people
Guide participants to the start
3 people
Give the signal
2 people
Monitor the course
8 people
Direct traffic
6 people
Distribute water at the stations
4 people
Register finishers
3 people
Hand out medals
2 people
Refill drinks
3 people
Serve snacks
3 people
Process results
2 people
Check prize winners
2 people
Support awards ceremony
3 people
Receive the last participants
3 people
Collect lost property
2 people
Close registration
2 people
Clear the course
4 people

Aftercare

Remove course markers
6 people
Dismantle traffic posts
6 people
Take down tents and tables
6 people
Collect waste
4 people
Clean dishes and equipment
4 people
Clean the venue
4 people
Publish results
Thank participants
Return materials
3 people
Return rented items
2 people
Store leftover stock
2 people
Dispose of waste
2 people

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Buffet tablesqty 4
Foldable tablesqty 6
Folding chairsqty 24
Bar stoolsqty 4
Tableclothqty 10

Sports equipment

Start and finish arch
Bib numbersqty 180
Race bib strapsqty 180
Running medalsqty 180
Course tapeqty 12
Conesqty 60
Route arrowsqty 35
Kilometer markersqty 6
Start and finish matsqty 2
Stopwatchesqty 6
Hand tally countersqty 3
Whistlesqty 12
Reflective vestsqty 24
Traffic conesqty 30
Crowd control barriersqty 12
Water jugsqty 12
Drink Cups for Stationsqty 600
Coolersqty 6
Thermal labelsqty 20
Clipboardsqty 12
Pensqty 40
Markersqty 12

Equipment

Laptopsqty 2
Printersqty 2
Walkie-talkiesqty 12
Megaphone
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Charging cablesqty 8
String lightsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Cutting knivesqty 4
Cool bagsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Lighting

Work lightsqty 4
Flashlightsqty 8

Decorations

Bannersqty 8
Flagsqty 12
Plate holdersqty 20

Catering

Groceries

Tips

Measure the course before publishing registration details, then use the confirmed distance for race categories, the course map and kilometre markers. A last-minute route change can affect permits, timing and participant information.
Assign volunteers early enough to cover registration, traffic posts, drink stations, the start and finish, and course marshals. Give each person a location, arrival time and the equipment they need, such as a reflective vest, whistle or clipboard.
Prepare bib numbers, race bib straps, starter packs and printed course maps before race week. Keep a small supply of pens, markers and spare bibs at registration for changes and damaged numbers.
Arrange medical support and check toilets before confirming the final participant information. These are easy to overlook when registration numbers change, but both affect the practical capacity of the event.
Do the shopping and chill drinks close to race day, while checking the weather forecast at the same time. Set out water jugs, cups and coolers at the drink stations, and protect paper materials from rain with tents or suitable covers.

Frequently asked questions

How far in advance should I organize a field race?: Start planning at least 8 to 12 weeks before race day. Use the first weeks for the date, route, permits, categories and registration, then leave the final 7 days for participant numbers, supplies, volunteer confirmation and weather checks.
What do I need for timing a field race?: Choose one timing method before registrations close and prepare at least 2 working stopwatches, a hand tally counter and printed recording sheets. Test the timing process with the finish team before the first runner arrives.
How many volunteers do I need for a field race?: Plan for at least 1 person at registration, 1 at the start and finish, and 1 at every traffic or course post. Add separate people for drink stations, timing and medical support; a small race commonly needs 8 to 12 volunteers once these roles are covered.
When should I mark the field race course?: Mark the route on race day or the day before, depending on permission and site access. Allow 2 to 4 hours to place course tape, cones, arrows and kilometre markers, then walk or cycle the full route to check every turn.

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.