Half marathon checklist: what to arrange and when

Organising a half marathon involves far more than marking out a 21.1-kilometre course. You need to secure permits, traffic control, first aid, timing, toilets and start and finish locations before registrations open. Later, the focus shifts to volunteers, race numbers, route signs, resident communication and race-day equipment. This checklist puts the work into a practical order so deadlines do not catch you out in the final weeks.

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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
3 people
Apply for a permit
Submit traffic plan
Check insurance
Reserve start and finish location
Reserve timekeeping
Arrange the first aid team
Arrange traffic marshals
Reserve toilet facilities
Publish website with course
2 people
Open registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Create volunteer schedule
2 people
Design race numbers
Have start numbers printed
Design route signs
Have route signs made
Order shopping list
Final check of the course
3 people
Inform local residents
2 people
Publish start list
Email participant information
Check the weather forecast
Check materials
3 people
Assemble starter packs
6 people
Pick up groceries
2 people
Chill drinks
3 people
Sort route arrows
2 people
Block off start and finish area
4 people
Set up tents
6 people
Set up tables and chairs
4 people
Set up registration desks
3 people
Install time tracking
2 people
Connect the sound system
2 people
Set up the first aid station
2 people
Set up toilets
3 people
Set up water stations
4 people
Place route signs
8 people
Set up traffic signs
4 people
Prepare starter packs
4 people
Build the finish arch
4 people
Set up the medal distribution
2 people
Set up the catering buffet
4 people
Prepare coffee and tea
2 people

Event

Hand out race numbers
6 people
Register participants
4 people
Collect luggage
4 people
Guide participants to the start
4 people
Give the start briefing
2 people
Give the starting signal
Staff traffic posts
18 people
Staff the first water station
6 people
Staff the second water station
6 people
Staff the third water station
6 people
Refill water and sports drink
4 people
Monitor timekeeping
2 people
Staff the first aid station
3 people
Provide cycling guidance
4 people
Accompany the final runner
2 people
Restock staff supplies
2 people
Welcome finishers
4 people
Hand out medals
4 people
Serve water and fruit
5 people
Serve coffee and tea
3 people
Refill drinks
3 people
Return luggage
4 people
Check results
2 people
Carry out award ceremony
3 people
Guide the audience to the exit
4 people

Aftercare

Remove directional signs
8 people
Remove traffic signs
4 people
Dismantle the finish arch
4 people
Take down tents
6 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Collect waste
6 people
Clean the venue
6 people
Clean water points
4 people
Wash dishes
3 people
Chill leftover catering
2 people
Sort borrowed materials
3 people
Return materials
2 people
Take waste to the collection point
2 people
Publish results
Send thank-you email to participants
Register lost and found items
Handle the deposit and keys

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 40
Beer tablesqty 8
Counter buffetsqty 6
Luggage racksqty 10

Sports equipment

Bib numbersqty 600
Safety pinsqty 1200
Finish medalsqty 600
Route arrowsqty 120
Kilometer markersqty 22
Start and finish ribbonsqty 8
Conesqty 80
Crowd control barriersqty 50
Crowd barriersqty 80
Start arch
Finish arch
Luggage tagsqty 600
Headlampsqty 30

Equipment

Time registration system
Laptopqty 2
Tabletsqty 4
Walkie-talkiesqty 20
Mobile chargersqty 12
Sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Megaphonesqty 4

Lighting

Work lightsqty 6
Battery lanternsqty 8

First aid

First aid kitsqty 3
AED
Stretchersqty 2
Blanketsqty 12

Tableware

Reusable cupsqty 700
Platesqty 500
Cutlery setsqty 500
Coffee potsqty 6
Thermos flasksqty 8
Serving plattersqty 20

Kitchen

Coolersqty 12
Water jugsqty 20
Cutting boardsqty 6
Bread knivesqty 6
Serving spoonsqty 12
Pliersqty 10
Coffee machinesqty 3

Cleaning

Waste binsqty 20
Broom setsqty 6
Floor squeegeesqty 3
Bucketsqty 6
Cleaning cartsqty 2

Decorations

Stage ribbonqty 2
Buntingqty 12
Sponsor bannersqty 12
Information boardsqty 10
Directional signsqty 20

Catering

Groceries

Tips

Start with the date, course and finish location, then check permits, insurance and the traffic plan before publishing the event. These approvals can determine whether your chosen route is usable.
Book timekeeping, first aid, toilets and traffic marshals early. They are specialist services, and replacing one a few weeks before race day can be difficult.
Open registration only after the course information is ready on the website. Collect dietary requirements during registration so refreshments and volunteer planning are based on actual numbers.
Build the volunteer schedule around fixed posts such as crossings, aid points, registration, luggage storage and the finish area. Give every team a contact method, such as a walkie-talkie, and a clear reporting time.
Do a complete course check before race day, including route arrows, kilometre markers, cones, barriers and power needs for timing and announcements. Count start numbers, safety pins, medals and luggage tags separately rather than treating them as one supply order.

Frequently asked questions

How far in advance should I organise a half marathon?: Start planning at least 6 months before race day. Set the date and course first, then allow time for permits, the traffic plan, suppliers, sponsors and volunteer recruitment before opening registration.
When should half marathon registration open?: Open registration once the course, start and finish details and key event information are confirmed. A practical window is 3 to 6 months before the race, depending on your expected field size and permit timeline.
How many volunteers do I need for a half marathon?: The number depends on the route and the number of road crossings, aid points and participants. Make a post-by-post schedule first, then add at least 10% extra volunteers to cover absences and shift changes.
When should I order race numbers and medals?: Order race numbers after registration has progressed and before the final participant list is published, leaving at least 4 weeks for design, printing and delivery. Order medals early enough to allow time for quantity changes and delivery checks.

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.