How to organise a 12-hour run without losing control

A 12-hour run needs more than a measured course and a start time. Begin with the date, route, permits and insurance, then build the safety plan before opening registration. Work backwards from race day to schedule medical support, volunteers, supplies and setup. The details people often leave too late are lighting, weather checks, dietary information and clear handovers between volunteer shifts.

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

1
Set the date and route
2 people
2
Check permits
3
Reserve venue
4
Arrange medical support
5
Check insurance
6
Measure the course
2 people
7
Prepare safety plan
2 people
8
Recruit volunteers
2 people
9
Send invitations
2 people
10
Open registration form
11
Approach sponsors
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Assign volunteers
2 people
15
Print the run sheet
16
Prepare race numbers
2 people
17
Check the weather forecast
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Check materials
3 people

Event

21
Mark out the route
6 people
22
Set up the start and finish arch
4 people
23
Set up tables and chairs
4 people
24
Set up registration desk
2 people
25
Set up water station
3 people
26
Set out first aid supplies
2 people
27
Test sound system
2 people
28
Register participants
4 people
29
Hand out race numbers
3 people
30
Give the start briefing
2 people
31
Start the race officially
3 people
32
Keep track of lap and time results
4 people
33
Distribute water and fruit
4 people
34
Refill drinks
2 people
35
Serving food
4 people
36
Staff the course checkpoints
8 people
37
Check the lighting
2 people
38
Install additional lighting
3 people
39
Inform participants of the end time
2 people
40
Officially end the race
3 people

Aftercare

41
Check results
3 people
42
Hand out prizes and medals
3 people
43
Remove course materials
6 people
44
Dismantle tables and chairs
4 people
45
Collect waste
4 people
46
Clean dishes and equipment
3 people
47
Clean the venue
5 people
48
Inventory materials
2 people
49
Return borrowed materials
2 people
50
Publish results
51
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Start and finish arch
Waste binsqty 8

Sports equipment

Traffic conesqty 80
Crowd barriersqty 20
Route arrowsqty 40
Kilometer markersqty 12
Bib numbersqty 150
Safety pinsqty 300
Stamp cardsqty 150
Stopwatchesqty 6
Round board
Prizesqty 6
Medalsqty 150

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6

Lighting

LED lampsqty 12
Battery lanternsqty 10

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 180

Kitchen

Water jugsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Ice packsqty 30

First aid

First aid kitsqty 3
Blanketsqty 20
Disposable glovesqty 50
Blister plastersqty 100
Cold Packsqty 20

Office

Clipboardsqty 8
Pensqty 30
Printer paperqty 250
Name stickersqty 100

Cleaning

Broom setsqty 3
Bucketsqty 4
Mopsqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the route and measure it before announcing the event. Mark the course with cones, arrows and kilometre markers, and confirm any road or venue permissions several weeks before registration opens.
Plan volunteer cover in shifts rather than relying on one group for all 12 hours. Assign named people to registration, the water station, course checks and the finish area, with overlap during handovers.
Treat safety as an operating plan, not paperwork. Record medical support, emergency contacts, access points and weather actions, then brief volunteers before the first runner arrives.
Prepare the participant flow in advance. Open registration only after you know how you will process entries, collect dietary requirements, issue bib numbers and safety pins, and display the lap or round count.
Work backwards from the start time for race-day setup. Allow time to mark the route, build the start and finish arch, arrange tables and chairs, stock water and chilled drinks, test the sound system, and place battery lighting before it gets dark.

Frequently asked questions

How far in advance should I organise a 12-hour run?: Start the route, venue, permit and insurance work at least 8 to 12 weeks before race day. Recruit volunteers and arrange medical support before opening registration, so you know the event can be staffed safely.
How many volunteers do I need for a 12-hour run?: Plan several shifts instead of asking everyone to stay for 12 hours. As a working minimum, cover registration, the water station, course monitoring and finish support at all times, with extra people for setup, handovers and the busiest periods.
When should I check the weather for a 12-hour run?: Check the forecast 48 hours before the event and again on race morning. Use those checks to decide on tents, extra water, warm layers, lighting and any changes to the safety plan.
What should I prepare the day before a 12-hour run?: Pack bib numbers, safety pins, route signs, cones, barriers, cups, water containers, timing equipment and lighting into labelled groups. Chill drinks, print the run sheet and check every power cable, microphone and extension lead before setup begins.

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.