Half marathon organisation checklist

Organising a half marathon means coordinating the route, permissions, safety, runners and finish-line logistics in the right order. Start with the race date, route and permit process, then build the volunteer, medical and traffic plans around them. Registration and participant information need to go live early, while bibs, medals, signs and timing equipment must be ready well before race day. This checklist covers the details that are often left until the final week.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Apply for competition permit
Set the route
3 people
Check the route for safety
3 people
Draw up traffic plan
2 people
Reserve traffic controllers
Reserve timekeeping
Arrange medical support
Reserve start and finish location
Reserve toilets
Publish registration form
2 people
Send invitations
2 people
Approach sponsors
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Order race numbers
Order medal ribbons
Print route maps
2 people
Send participant information
2 people
Check the weather forecast
Do the shopping
3 people
Sort bib numbers
3 people
Assemble starter packs
6 people
Prepare route signs
3 people
Collect traffic materials
3 people
Fill coolers
3 people
Set up tents and tables
6 people
Build the start and finish arch
4 people
Set up registration tables
4 people
Install time tracking
3 people
Set up the sound system
3 people
Put up route signs
8 people
Set up barriers
6 people
Brief traffic controllers
2 people
Set up first aid stations
3 people
Set up water stations
6 people
Set out registration materials
4 people
Prepare starter packs
4 people
Lay out finish medals
3 people
Check sanitary facilities
2 people

Event

Receive participants
8 people
Hand out bib numbers
8 people
Process late registrations
3 people
Collect luggage
4 people
Guide participants to the start
4 people
Give the start briefing
2 people
Start the half marathon
6 people
Staff water stations
12 people
Staff traffic points
16 people
Guide the route
8 people
Monitor timekeeping
3 people
Welcome finishers
6 people
Hand out medals
4 people
Refill drinks
4 people
Hand out fruit and snacks
4 people
Return luggage
4 people
Staff the photo booth
2 people
Handle sound and announcements
2 people
Handle first aid requests
4 people
Guide the last participants
4 people
Officially close the finish line
3 people

Aftercare

Remove route signs
8 people
Remove barricades
6 people
Take down tents and tables
6 people
Collect waste
6 people
Clean the venue
6 people
Return materials
4 people
Return rental items
2 people
Sort lost property
2 people
Publish results
2 people
Share participant photos
2 people
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 30
Beer tablesqty 8
High tablesqty 6
Luggage barriersqty 12

Sports equipment

Start and finish arch
Bib numbersqty 600
Safety pinsqty 1200
Finish medalsqty 600
Route signsqty 80
Kilometer markersqty 22
Directional signsqty 45
Marking paintqty 12
Route barrier ribbonsqty 20
Vests for volunteersqty 55
High-visibility vestsqty 20
Start and finish ribbonqty 2
Timing matsqty 2
Timekeeping clocksqty 3
Megaphonesqty 6
Running polesqty 10
Medal holdersqty 4

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Power banksqty 10
Walkie-talkiesqty 20
Charging stationsqty 4
Coolersqty 12
Hot drink urnsqty 6
Coffee machinesqty 3
Handheld scannersqty 4

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lanternsqty 10

Traffic equipment

Crowd control barriersqty 40
Traffic conesqty 60
Traffic signsqty 20
Road narrowing barriersqty 8

Safety

First aid kitsqty 4
AEDsqty 2
Emergency blanketsqty 30
Nitrile glovesqty 10
Flashlightsqty 12

Tableware

Reusable cupsqty 800
Coffee cupsqty 100
Thermal mugsqty 40
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Water jugsqty 12
Jerry cansqty 20
Hand soap dispensersqty 8
Thermo boxesqty 8

Cleaning

Waste binsqty 20
Broom setsqty 6
Litter pickersqty 6
Bucketsqty 8
Mopsqty 8
Cleaning spraysqty 6

Decorations

Buntingqty 12
Sponsor bannersqty 20
Registration arrowsqty 12

Catering

Groceries

Tips

Start the permit and traffic-planning process before opening registration. Confirm the route, safety checks, traffic marshals and medical cover before you publish the registration form.
Set a firm registration cut-off at least 7 days before the race. Use the final entry list to sort bib numbers, collect dietary requirements and assemble start packs without last-minute changes.
Prepare the route twice: inspect it in advance for hazards, then check it again shortly before the event. Place kilometre markers, directional signs, barrier ribbon and high-visibility volunteers where runners and vehicles could conflict.
Keep a separate race-day reserve for timing and communications. A backup timing arrangement, charged power banks, spare extension cords and working walkie-talkies prevent small equipment failures from stopping the event.
Send participant information no later than 5 days before the start. Include the start time, route details, arrival instructions, bag-drop arrangements, toilet locations, what to bring and how medals and timing will be handled at the finish.

Frequently asked questions

How far in advance should I organise a half marathon?: Begin planning at least 6 months before race day, especially if you need a competition permit, road closures or external medical support. Confirm the route and key suppliers before registration opens.
When should half marathon registration close?: Close registration around 7 days before the race so you have time to process entries, order or sort bib numbers, check dietary requirements and prepare start packs. If shirts or other personalised items are involved, allow 2 to 3 weeks instead.
How many volunteers do I need for a half marathon?: Plan separate coverage for registration, the start and finish, route junctions, bag drop, refreshments and course support. As a starting point, allocate at least 1 volunteer at every turn or crossing, plus 2 to 4 people for each busy race-day station.
When should I check the weather for a half marathon?: Check the forecast 7 days before the race for planning, then again 48 hours and 6 hours before the start. Use the final checks to review water, shelter, medical cover, clothing guidance and any route-safety concerns.

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.