How to organise a 24-hour run

A 24-hour run needs more than a marked course and a start time. Begin with the venue, route, permits and insurance, then build registration and volunteer cover around the full day and night. Runners need clear competition information, reliable lap counting and safe lighting after dark. Work backwards from race day so equipment, food, bibs and course signage are ready before the first runner arrives.

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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
Reserve venue
2
Record the course
3 people
3
Apply for required permits
4
Check insurance
5
Make reservations
6
Open registration form
7
Send invitations
2 people
8
Publish competition information
9
Process registrations
2 people
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Assign volunteers
2 people
13
Order race numbers
14
Carry out a route check
3 people
15
Check the weather forecast
16
Do the shopping
3 people
17
Sort bib numbers
2 people
18
Prepare registrations
2 people
19
Make route signs
2 people
20
Bring materials to the venue
4 people
21
Set out the course
5 people
22
Set up the start and finish arch
4 people
23
Build party tents
5 people
24
Set up tables and chairs
4 people
25
Hang lighting
3 people
26
Test power supply
2 people
27
Set up registration desk
2 people
28
Set up catering
3 people
29
Chill drinks
2 people
30
Set up first aid table
2 people
31
Lay out bib numbers
2 people
32
Give volunteer briefing
3 people

Event

33
Register participants
4 people
34
Check the starting area
3 people
35
Brief participants
2 people
36
Start 24-hour run
4 people
37
Register laps
3 people
38
Staff the water station
2 people
39
Serving food
3 people
40
Refill drinks
2 people
41
Empty trash bins
2 people
42
Set up the night post
3 people
43
Check night lighting
2 people
44
Relieve the night shift
2 people
45
Record laps at night
3 people
46
Serve the late meal
2 people
47
Serve hot drinks
2 people
48
Restock drinks overnight
2 people
49
Serve breakfast
3 people
50
Record laps in the morning
3 people
51
Staff the water station
2 people
52
Prepare the finish area
3 people
53
Guide the last participants
3 people
54
Officially end the race
4 people
55
Check the round totals
3 people
56
Thank participants
2 people

Aftercare

57
Remove course materials
5 people
58
Take down tents
5 people
59
Clear tables and chairs
4 people
60
Collect waste
3 people
61
Clean the venue
4 people
62
Wash dishes
2 people
63
Check materials
2 people
64
Return materials
3 people
65
Return borrowed materials
2 people
66
Publish results
67
Send participant messages

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 30
Beer table setsqty 4
Clothes racksqty 2

Equipment

Coolersqty 6
Extension cordsqty 6
Power stripsqty 6
Stopwatchesqty 4
Megaphone
Walkie-talkiesqty 6
Power banksqty 6

Lighting

LED work lightsqty 8
LED string lightsqty 4
Headlampsqty 12

Sports equipment

Bib numbersqty 80
Race bib strapsqty 80
Route arrowsqty 40
Barrier tapeqty 6
Traffic conesqty 30
Kilometer markersqty 10
Clipboardsqty 6
Round markersqty 500
Safety vestsqty 20
Course mapsqty 30
Start and finish arch
Spare shoelacesqty 20

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Thermos flasksqty 8

Kitchen

Kettlesqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Soup potsqty 2
Serving spoonsqty 4
Ice packsqty 24

Cleaning

Waste binsqty 8
Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 4
Spongesqty 12
Hand soap dispensersqty 4
Disinfectant gelqty 6
Toilet paper rollsqty 24
Paper towel rollsqty 12

First aid

First aid kitsqty 2
Disposable glovesqty 4
Cold packsqty 12
Athletic tapeqty 8
Blister plastersqty 4
Emergency blanketsqty 10

Catering

Groceries

Tips

Secure the venue, permits and insurance before opening registration. Confirm the course, access arrangements and any traffic requirements early, because changes after invitations go out create avoidable problems.
Plan volunteer cover in shifts rather than asking people to stay all day. For a 24-hour event, assign separate teams for registration, timing, course checks, refreshments and overnight safety, with written handovers between shifts.
Check the route in daylight and after dark. Place kilometre and round markers where runners can see them, then test route arrows, barrier tape, headlamps and LED work lights before race day.
Prepare for night-time operations at the venue, not just on the course. Test extension cords, power strips, walkie-talkies, stopwatches, megaphones and power banks, and keep spare lighting available if a battery or cable fails.
Set a firm deadline for dietary requirements and use it to plan shopping and serving. Prepare registration packs with sorted bib numbers and straps in advance, then keep reusable cups, plates and cutlery easy to reach throughout the event.

Frequently asked questions

How far in advance should I organise a 24-hour run?: Start at least 12 to 16 weeks ahead. Venue reservations, permits, insurance, volunteer recruitment and registration information usually take longer than the shopping and setup work.
How many volunteers do I need for a 24-hour run?: Plan several shifts rather than one fixed team for the whole race. A small event commonly needs at least 3 to 5 people active at a time for registration, timing, course support and refreshments, with extra cover during setup and changeovers.
When should I check the route for a 24-hour run?: Carry out one route check several days before the event and a final check on race day. Walk or cycle it after dark as well, so signs, lighting, hazards and access points are tested in the conditions runners will actually experience.
What should I prepare for runners overnight?: Have lighting, drinks, food, seating and clear course guidance ready before nightfall. Set up tents, tables, coolers, LED work lights and headlamps during the day, and keep backup power and spare equipment available for the full 24 hours.

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