How to organise a 15 km run

A 15 km run needs more than a marked route and a start line. Begin by fixing the date and route, then secure permits, traffic measures, venues and first aid before opening registration. After that, build the operational plan: timing, volunteers, participant information, signage and race-day logistics. This approach leaves enough time to handle route hazards, weather changes and the details that are often forgotten until the morning of the run.

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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

1
Record date and route
2 people
2
Apply for permits
2 people
3
Reserve start and finish location
4
Apply for traffic measures
2 people
5
Reserve first aid facilities
6
Book time registration system
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Open registration form
10
Process registrations
2 people
11
Collect dietary requirements
12
Check the route for hazards
3 people
13
Create volunteer schedule
2 people
14
Brief traffic controllers
2 people
15
Check participant list
2 people
16
Assign start numbers
2 people
17
Send participant information
2 people
18
Check the weather forecast
19
Sort bib numbers
3 people
20
Pick up groceries
3 people
21
Bring materials to the venue
4 people
22
Set out route arrows
2 people
23
Lay out bib numbers
3 people
24
Mark out the route
5 people
25
Set up traffic barriers
4 people
26
Set up water stations
6 people
27
Set up the first aid station
2 people
28
Set up registration tables
3 people
29
Set up tents
4 people
30
Connect the sound system
2 people
31
Test time tracking
2 people
32
Set up finish arch
4 people
33
Block off the start area
3 people
34
Set up changing rooms
2 people

Event

35
Register participants
6 people
36
Hand out race numbers
4 people
37
Guide participants to the starting pen
3 people
38
Give the start briefing
2 people
39
Provide the starting signal
2 people
40
Staff route checkpoints
12 people
41
Operate timekeeping
2 people
42
Hand out water and sports drinks
6 people
43
Refill drinks
3 people
44
Staff the first aid station
3 people
45
Receive finishers
5 people
46
Hand out medals
3 people
47
Take finish photos
2 people
48
Hand out recovery snacks
4 people
49
Empty trash bins
3 people
50
Check results
2 people
51
Set out prizes
2 people
52
Handle prize ceremony
4 people
53
Inform participants about the results
2 people
54
Close off the route
5 people

Aftercare

55
Remove route arrows
4 people
56
Remove traffic barriers
4 people
57
Take down tents
4 people
58
Take down tables and chairs
4 people
59
Disconnect the sound system
2 people
60
Collect materials
5 people
61
Wash dishes
3 people
62
Clean the venue
5 people
63
Dispose of waste
3 people
64
Return materials
3 people
65
Return borrowed items
2 people
66
Publish results
67
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 6
Folding chairsqty 30
High tablesqty 6
Clothes racksqty 4

Sports equipment

Bib numbersqty 500
Race bib strapsqty 500
Finish medalsqty 500
Route arrowsqty 80
Kilometer markersqty 15
Traffic conesqty 80
Traffic barriersqty 30
Ribbonsqty 10
Start Line
Finish arch
Clipboardsqty 15
Markersqty 30
Disposable glovesqty 100

Equipment

Time registration system
Laptopqty 2
Mobile phonesqty 12
Walkie-talkiesqty 12
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 8
Hand trucksqty 4

Tableware

Reusable cupsqty 600
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Thermos flasksqty 8

Safety

First aid kitsqty 3
Emergency blanketsqty 30
Safety vestsqty 30
Flashlightsqty 10
Emergency blanketsqty 10

Decorations

Bannersqty 8
Flagsqty 20
Stage drapesqty 2

Lighting

Work lightsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30

Catering

Groceries

Tips

Set the date and route before opening registration. Allow several weeks for permits, traffic measures and first-aid arrangements, and check whether the route crosses roads or private land.
Plan the route as a timed operation, not just a distance. Mark the start, finish and each kilometre, then check hazards in person before preparing arrows, cones, barriers and ribbons.
Give volunteers precise posts and times. Create the schedule at least one week before race day, brief traffic controllers separately, and provide walkie-talkies or mobile phones for coordination.
Close registration early enough to prepare bibs and timing. Check the participant list, assign start numbers, sort bibs and send final information several days before the run.
Treat setup as a separate work shift. Bring tables, tents, chairs, timing equipment, power supplies, sound equipment, medals and refreshments to the venue before participants arrive, with a hand truck available for heavy loads.

Frequently asked questions

How long does it take to organise a 15 km run?: Allow at least 8 to 12 weeks for a small organised run, and start earlier if permits or road closures are needed. The route, traffic plan, first aid, registration and volunteer schedule all need time to be confirmed.
When should registration open for a 15 km run?: Open registration once the date, route, permits and start and finish locations are sufficiently secure, usually 6 to 10 weeks before race day. Close it early enough to check the list, assign bib numbers and prepare timing.
How many volunteers do you need for a 15 km run?: Plan separate cover for registration, the start and finish area, route points, traffic control and first aid support. The exact number depends on crossings and route complexity, but create the schedule at least 7 days in advance and avoid assigning one person to two posts at the same time.
What should you check the day before a 15 km run?: Check the weather forecast, participant list, bib numbers, route signage, barriers, timing system, radios, power banks and medals. Pack materials by work area and move them to the venue before race morning so setup is not delayed.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.