Half Marathon Planning Checklist

A half marathon needs more than a marked route and a finish line. You need to coordinate permits, traffic control, medical cover, toilets, timing equipment and enough volunteers before race day. This checklist puts the work in a practical order, from recording the date and route to checking the course and supplies again. Use it to keep registration, participant information and race-day operations on schedule.

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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
Apply for permits
Coordinate the route with the municipality
2 people
Develop the traffic plan
2 people
Arrange medical support
Book time registration system
Reserve start and finish location
Reserve toilets
Reserve traffic controllers
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Order race numbers
Order medal design
Design route signs
2 people
Assign volunteers
2 people
Create briefing document
Assign starter groups
2 people
Send participant information
Check the weather forecast
Check the route again
2 people
Complete inventory
2 people
Do the shopping
3 people
Sort bib numbers
4 people
Fill the water crates
4 people
Set out route signs
3 people

Event

Mark off the starting area
6 people
Build the finish arch
4 people
Set up tables and tents
6 people
Connect sound and power
3 people
Mark out the route
8 people
Staff traffic posts
12 people
Set up water stations
8 people
Set up the first aid station
3 people
Set up registration
4 people
Lay out bib numbers
4 people
Register participants
6 people
Guide the starting grids
6 people
Give the start briefing
2 people
Start the half marathon
3 people
Guard access at intersections
12 people
Refill water
6 people
Refill Sports Drink
4 people
Hand out cups and fruit
8 people
Monitor timekeeping
3 people
Receive finishers
6 people
Hand out medals and fruit
6 people
Serve coffee and tea
3 people
Refill drinks
3 people
Keep the finish area clean
3 people
Collect lost items
2 people
Accompany the final runner
2 people
Open the route
4 people

Aftercare

Collect signs along the route
6 people
Remove traffic materials
6 people
Dismantle the finish area
6 people
Clear tables and chairs
5 people
Collect waste
5 people
Wash dishes
3 people
Clean the grounds
5 people
Check materials
3 people
Return rental items
2 people
Export time tracking data
Publish results
Return lost and found items
Send participant email

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Chairsqty 30
Foldable tablesqty 6
Crowd barriersqty 60
Crowd control barriersqty 40

Sports equipment

Bib numbersqty 600
Start number bandsqty 600
Finish medalsqty 600
Directional signsqty 80
Kilometer markersqty 22
Directional signsqty 40
Traffic conesqty 80
Wristbandsqty 650
Clipboardsqty 12
Markersqty 30
Pensqty 40
Start arch
Finish arch
Stage blocksqty 3
Finish ribbon
Route mapsqty 50
Starting listsqty 20
Volunteer vestsqty 40
Traffic marshal vestsqty 20
Rain ponchosqty 50
Blanketsqty 50

Equipment

Timing matsqty 2
Time tracking transmittersqty 600
Laptopqty 2
Tabletsqty 4
Walkie-talkiesqty 16
Mobile phonesqty 6
Megaphoneqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 6
Coolersqty 8
Water jerry cansqty 12
Jerrycan pumpsqty 8

Tableware

Reusable cupsqty 1000
Coffee cupsqty 300
Platesqty 300
Cutlery setsqty 300
Pitchersqty 12

Kitchen

Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 6
Knivesqty 8
Serving spoonsqty 8
Coolersqty 4

Lighting

Work lightsqty 4
String lightsqty 4

Cleaning

Waste binsqty 20
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Hand sanitizer holdersqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Start with the date and route, then contact the municipality about permits and traffic arrangements. Allow at least 8 to 12 weeks for approvals, route coordination and a workable traffic plan.
Book medical support, toilets, traffic marshals and the timing system before opening registration. These services can determine your participant limit and are difficult to replace at short notice.
Open registration only after the route, start and finish location, timing setup and key safety arrangements are confirmed. Collect dietary requirements during registration so they are not chased manually later.
Plan volunteer roles in shifts, including registration, course marking, aid points, finish operations and communications. Send the briefing document and assignments at least 7 days before the race.
Check the weather forecast and walk or drive the full route again during the final week. Confirm signs, kilometre markers, barriers, cones, timing mats, power supplies and backup communication equipment before loading the vehicles.

Frequently asked questions

How far in advance should I organise a half marathon?: Start planning at least 3 to 6 months before race day. Use the first 8 to 12 weeks for permits, route approval, medical support, traffic control and bookings; leave the final 4 weeks for registration, volunteer planning and participant information.
When should half marathon registration open?: Open registration once the date, route, start and finish location, safety plan and timing system are confirmed. Close or review entries 2 to 4 weeks before the race so you can order bib numbers, medals and other quantities accurately.
How many volunteers do I need for a half marathon?: The number depends on the route and field size, but plan separate cover for registration, start groups, course junctions, aid points, the finish and communications. Finalise assignments at least 7 days beforehand and keep a small reserve for no-shows.
What should I check the week before a half marathon?: Recheck the entire route, weather forecast, permits, medical cover, toilets, traffic marshals and volunteer attendance during the final week. Count bib numbers, medals, signs, kilometre markers, barriers, timing equipment, batteries and power supplies before race-day transport.

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