Freedom Run organising checklist

A Freedom Run needs more than a route and a starting time. Permits, insurance, traffic control, first aid, timing, volunteers and participant communications all need to line up before race day. This checklist takes you from recording the date and route through registration, equipment preparation and the final route inspection. Use it to spot tasks that are often left too late, such as confirming the permit, printing the participant list and checking that every marshal can communicate.

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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
3 people
Apply for a permit
Check insurance
Draw up traffic plan
2 people
Request traffic controllers
Record first aid arrangements
Reserve start and finish location
Reserve timekeeping
Open the website and registration
2 people
Send invitations
2 people
Approach sponsors
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Set up the starting lanes
2 people
Assign volunteers
2 people
Confirm route permit
Send route information
2 people
Design race numbers
Print race numbers
2 people
Check medal order
Inspect the route again
2 people
Check the weather forecast
Close registrations
Print participant list
Assemble starter packs
5 people
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Sort route signs
2 people
Prepare the volunteers briefing

Event

Mark off the starting area
4 people
Cord off the finish area
4 people
Build party tents
6 people
Set up tables and chairs
4 people
Set up registration desk
3 people
Install time tracking
2 people
Connect the sound system
2 people
Set up the first aid station
2 people
Set up water stations
4 people
Put up route signs
8 people
Set up traffic barriers
5 people
Place kilometer markers
4 people
Place parking guides
3 people
Prepare starter packs
4 people
Register volunteers
2 people
Brief volunteers
3 people
Receive participants
6 people
Hand out bib numbers
5 people
Process final registrations
2 people
Staff the luggage check-in
3 people
Lead the warm-up
2 people
Check the start corral
4 people
Provide the starting signal
2 people
Staff route checkpoint
12 people
Manage traffic flow
8 people
Hand out water
6 people
Refill drinks
3 people
Welcome finishers
5 people
Present medal
4 people
Hand out fruit and snacks
4 people
Check time tracking
2 people
Return luggage
3 people
Guide the photo moment
2 people
Carry out the awards ceremony
3 people
Provide crowd music
2 people
Guide the last runners
3 people
Open the route
4 people

Aftercare

Remove route signs
6 people
Remove traffic barriers
5 people
Take down tents and furniture
6 people
Collect waste
6 people
Clean the grounds
5 people
Wash dishes
3 people
Sort materials
3 people
Empty and clean coolers
2 people
Disconnect the sound system
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Publish results
2 people
Send a thank-you gift to participants
2 people
Share photos and results
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Bar stoolsqty 6
Clothes racksqty 4
Waste binsqty 12

Sports equipment

Race bib beltsqty 550
Bib numbersqty 550
Safety pinsqty 1200
Commemorative medalsqty 550
Route arrowsqty 80
Kilometer markersqty 12
Starting ribbonsqty 6
Conesqty 80
Traffic barriersqty 30
Barrier tapeqty 12
Arrows for ground markingqty 40
Start area signsqty 6
Clipboardsqty 15
Stopwatchesqty 8
Bikes for course marshalsqty 6

Equipment

Time registration system
Laptopsqty 3
Tabletsqty 4
Mobile phonesqty 10
Walkie-talkiesqty 12
Megaphoneqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Printer paperqty 2
Label printer

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable drinking cupsqty 700
Coffee cupsqty 300
Platesqty 300
Forksqty 300
Knivesqty 300
Spoonsqty 300

Kitchen

Coolersqty 8
Thermos flasksqty 8
Water jugsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Serving traysqty 8
Jerry cansqty 12

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Hand sanitizer pumpsqty 8

Decorations

Liberation flagsqty 20
Dutch flagsqty 20
Starting banner
Finishing cloth
Route bannersqty 8

Catering

Groceries

Tips

Start with the date, route and permissions before opening registration. Allow time for the permit, insurance check and traffic plan, because changing the route later affects signs, volunteers and participant information.
Reserve timing and the start and finish locations early. A time registration system, stopwatches and suitable space for starting lanes should be confirmed before you publish the event details.
Set a volunteer deadline rather than relying on last-minute help. Assign people to route points, traffic control, registration and first aid, then give them route information and a reliable way to communicate.
Order race materials using the registration closing date as your checkpoint. Bib numbers, safety pins, race bib belts and medals need to be counted after registrations close, not estimated from early sign-ups.
Run two final checks: inspect the route again and check the weather forecast. Do this close enough to race day to catch moved barriers, missing route arrows, damaged markings or conditions that require a practical adjustment.

Frequently asked questions

How early should I apply for a Freedom Run permit?: Start the permit application as soon as the date and route are recorded. Aim to have the permit confirmed before opening registration, so you are not advertising a route that may still change.
When should Freedom Run registrations close?: Close registrations early enough to print the participant list and prepare bib numbers, starting lanes and medals. A practical deadline is several days before the run, with extra time if materials must be sorted manually.
How many volunteers do I need for a Freedom Run?: The number depends on route length, crossings and participant numbers, but plan one named person for every staffed traffic or route point, plus separate people for registration, timing and first aid. Confirm the assignments before race week rather than filling gaps on the morning.
When should I inspect the Freedom Run route again?: Inspect it once during planning and again shortly before race day. The final check should be close enough to identify roadworks, missing signs, damaged ground markings or changes that affect traffic control.

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.