How to organise a 20-kilometre run

Organising a 20-kilometre run starts with the route, date and permissions—not with race-day supplies. Secure the starting location, apply for the route permit and arrange traffic measures before opening registration. Then build the participant list, recruit and brief volunteers, and plan water stations around the course. In the final week, check every kilometre marker, bib number, timing device, sign and first-aid item so the event can run safely from the first start to the last finish.

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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
Send invitations
2 people
2
Open registration form
3
Apply for a route permit
4
Reserve starting location
5
Reserve traffic measures
6
Reserve toilets
7
Process registrations
2 people
8
Confirm participants
9
Collect dietary requirements
10
Recruit volunteers
2 people
11
Assign volunteers
2 people
12
Check the route
3 people
13
Determine water stations
2 people
14
Order race numbers
15
Set up time tracking
2 people
16
Print the route map
2 people
17
Print participant list
18
Create volunteer briefing
19
Assemble starter kit
4 people
20
Do the shopping
3 people
21
Check materials
3 people
22
Chill drinks
2 people
23
Sort bib numbers
3 people
24
Prepare route signs
3 people
25
Pack water stations
3 people

Event

26
Set up the start area
6 people
27
Set up the finish area
5 people
28
Set up the information desk
2 people
29
Set up traffic signs
5 people
30
Place route arrows
4 people
31
Set up water stations
6 people
32
Test time tracking
2 people
33
Lay out bib numbers
3 people
34
Brief volunteers
2 people
35
Register participants
5 people
36
Hand out starter packs
4 people
37
Open the changing room
2 people
38
Set up the start zone
3 people
39
Guide the start signal
4 people
40
Staff route checkpoint
10 people
41
Provide supplies to participants
8 people
42
Record times
2 people
43
Receive finishers
5 people
44
Hand out medals
3 people
45
Refill drinks
3 people
46
Serve fruit and snacks
3 people
47
Provide first aid
2 people
48
Accompany the final runner
2 people
49
Close finish registration
2 people
50
Publish results
2 people
51
See participants off
3 people

Aftercare

52
Remove route signs
4 people
53
Remove traffic materials
5 people
54
Dismantle the start and finish area
6 people
55
Collect waste
5 people
56
Clean tables and chairs
3 people
57
Wash dishes
3 people
58
Inventory materials
2 people
59
Store materials dry
3 people
60
Clean the starting location
4 people
61
Return borrowed items
2 people
62
Send results and photos
63
Clear remaining stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 24
Crowd control barriersqty 20
Changing room screensqty 4

Equipment

Coolersqty 8
Mobile phonesqty 10
Power banksqty 6
Megaphoneqty 2
Stopwatchesqty 4
Punch clocksqty 2

Sports equipment

Bib numbersqty 700
Race bib strapsqty 650
Time-tracking chipsqty 650
Commemorative medalsqty 650
Route arrowsqty 80
Kilometer markersqty 20
Disposable cupsqty 2500
Water jerry cansqty 20
Foldable drink tablesqty 8
Traffic conesqty 40
Flashlightsqty 8
Whistlesqty 12
Reflective vestsqty 20
First aid kitsqty 3
AED

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Pouring jugsqty 8
Cutting boardsqty 4
Knivesqty 6
Serving traysqty 8

Lighting

Battery lampsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand sanitizer stationsqty 8

Catering

Groceries

Tips

Start permits and traffic planning early. Submit the route permit application before inviting runners, and reserve traffic measures as soon as the route and start location are fixed.
Plan water stations from the route map, not from guesswork. Mark their exact kilometre points, pack water jerry cans and cups together, and assign volunteers to each station before race day.
Close registration early enough to process the list properly. Confirm participants, collect dietary requirements and sort bib numbers before assembling starter kits, rather than trying to do it at the start line.
Give volunteers a written briefing with positions, reporting times and emergency contacts. Include instructions for route signs, traffic points, water stations and what to do if a runner needs first aid.
Test timing and communication equipment before the event. Check time-tracking chips, punch clocks or stopwatches, mobile phones, power banks and the megaphone, then keep a printed participant list and route map as backup.

Frequently asked questions

How far in advance should I organise a 20K run?: Start planning at least 12 to 16 weeks before the run. Apply for the route permit, reserve the starting location and arrange traffic measures first, because these can determine whether the chosen route is possible.
How many water stations does a 20K run need?: Plan a water station roughly every 4 to 5 kilometres, giving you about four or five stations across 20 kilometres. Adjust the spacing for heat, hills and the expected finishing time, then assign volunteers and supplies to each location.
When should I order race bibs and timing equipment?: Order bibs and confirm timing equipment once registration numbers are stable, preferably 3 to 4 weeks before race day. Leave at least 7 days to sort bib numbers, test the system and prepare a backup timing method.
What should volunteers do on the morning of a 20K run?: Have volunteers report 90 to 120 minutes before the start, depending on their position. Use that time to place route signs and kilometre markers, set up water stations, check traffic points and attend the final briefing.

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.