Fire brigade run checklist: what to arrange and when

A fire brigade run needs more than a start line and a finish banner. You need a confirmed route, the right traffic measures, trained volunteers and a clear plan for registration, safety and first aid. This checklist helps you work backwards from race day, so permits, emergency service notifications and race materials are not left until the final week. It also covers details that are easy to miss, such as dietary requirements, route arrows, bib sorting and the volunteer briefing.

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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
Check the permit
Check insurance
Confirm the start and finish location
2 people
Apply for traffic measures
Inform emergency services
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Order race numbers
Place medal order
Design signs and directional arrows
2 people
Scout the route
2 people
Assign traffic posts
2 people
Confirm reservations
Check the starting list
2 people
Prepare the volunteers briefing
2 people
Check the shopping list
2 people
Sort bib numbers
3 people
Prepare route signs
3 people
Do the shopping
3 people
Check medical supplies
2 people
Lay out prizes and medals
2 people
Assemble starter kit
4 people
Check the weather forecast

Event

Open venue
2 people
Set up the start and finish area
6 people
Set up registration tables
3 people
Place route arrows
6 people
Set up traffic barriers
4 people
Staff traffic posts
8 people
Test sound system
2 people
Set up water stations
4 people
Set out first aid supplies
2 people
Hand out race numbers
4 people
Register sign-ups
4 people
Process late registrations
2 people
Guide participants to the start
3 people
Give the starting signal
2 people
Record lap times
3 people
Guide participants
8 people
Refill water
3 people
Hand out fruit
2 people
Catch finishers
4 people
Hand out medals
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Keep the finish area clear
2 people
Prepare awards ceremony
2 people
Support awards ceremony
3 people
Inform participants
2 people
Empty trash bins
2 people
Wash dishes
2 people

Aftercare

Remove route signs
5 people
Remove traffic barriers
4 people
Clean up the venue
6 people
Clean the grounds
4 people
Count materials
2 people
Empty coolers
2 people
Return borrowed materials
2 people
Dispose of waste
2 people
Collect lost property
Publish results
2 people
Thank participants
2 people
Collect sponsorship materials
2 people
Secure photo materials

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Beer tablesqty 8
Chairsqty 40
Foldable tablesqty 3
Waste binsqty 8

Sports equipment

Bib numbersqty 300
Race bib strapsqty 300
Finish ribbonsqty 2
Route arrowsqty 35
Kilometer markersqty 10
Traffic conesqty 50
Water cupsqty 800
Blanketsqty 20
Stopwatchesqty 4
Medal ribbonsqty 300
Running medalsqty 300
Prizesqty 12
Clipboardsqty 8
Ballpoint pensqty 30
Markersqty 12
Ropeqty 2
Route mapsqty 20

Safety

Traffic barriersqty 20
Safety vestsqty 30
First aid kitsqty 2
Disposable glovesqty 4
Flashlightsqty 8
Flashlight batteriesqty 24

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Coolersqty 6
Thermos flasksqty 6
Water dispensersqty 4

Tableware

Reusable cupsqty 400
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Cool bagsqty 10

Cleaning

Washing-up tubsqty 3
Cleaning clothsqty 12
Broom setsqty 3
Floor squeegeesqty 2

Catering

Groceries

Tips

Confirm the date, route and start and finish locations before opening registration. Check the permit, insurance and traffic measures early, because changes to the route can affect every later arrangement.
Scout the full route on foot or by bike and record every turn, crossing and traffic post. Prepare route arrows, kilometre markers, cones and barriers so volunteers can place them quickly on race morning.
Set a registration cut-off and check the starting list before race day. Sort bib numbers in advance, and keep clipboards, pens, race bib straps and a route map at each registration point.
Brief volunteers before the event, not just when they arrive. Give each person a named position, reporting time and instructions for traffic control, runner directions, water, medical incidents and communicating with the finish team.
Count practical supplies against the expected field, including water cups, medals, finish ribbons, first aid materials and waste bins. Put flashlights with spare batteries in the race-day kit if setup or route checks may happen before daylight.

Frequently asked questions

How far in advance should I organise a fire brigade run?: Start planning at least 12 weeks before the run. Confirm the date and route first, then allow time for permits, insurance, traffic measures, emergency service notification, volunteer recruitment and ordering bibs and medals.
When should registration close for a fire brigade run?: Close registration 7 to 14 days before race day if you need personalised bib handling or a fixed medal order. Use the remaining week to process registrations, collect dietary requirements, check the starting list and sort bib numbers.
How many volunteers do I need for a fire brigade run?: Plan one volunteer for every traffic post or route decision point, plus separate people for registration, water, the start, the finish and first aid support. Final numbers depend on the route, but assign every post before sending the volunteer briefing.
What should I check on the morning of a fire brigade run?: Allow at least 2 hours before the start for setup and checks. Confirm route arrows, kilometre markers, barriers, cones, safety vests, first aid kits, water, bibs, medals, the sound system and communication with volunteers and emergency services.

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.