How to organise a 30 kilometre run

A 30 kilometre run needs more than a marked route and a finish line. Start with the course, permits and safety plan, then lock in registration, timing, medical cover and volunteers before ordering race materials. The details that cause delays are usually practical: traffic measures, checkpoint staffing, power for timing equipment, drinks at the right kilometre and clear instructions for volunteers. Work backwards from race day so setup, participant packs and the final weather check happen in the right order.

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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
Check the course and permits
2 people
2
Reserve start and finish location
3
Apply for traffic measures
4
Arrange insurance and safety plan
5
Book time registration system
6
Arrange first aid staffing
7
Assign route checkpoints
2 people
8
Recruit volunteers
2 people
9
Publish registration form
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Order race numbers
14
Print route maps
15
Create volunteer instructions
16
Check the weather forecast
17
Finalize the participant list
2 people
18
Assemble starter packs
4 people
19
Pick up groceries
2 people
20
Sort route signs
2 people
21
Chill drinks
2 people
22
Build the start arch and finish arch
4 people
23
Build party tents
4 people
24
Set up registration tables
3 people
25
Set off the finish area
3 people
26
Place route arrows and kilometer signs
6 people
27
Place traffic cones
4 people
28
Set up drink stations
6 people
29
Set up the first aid station
2 people
30
Test time tracking
2 people
31
Test the PA system
2 people
32
Hand out race numbers
4 people

Event

33
Register participants
4 people
34
Escort the changing room
2 people
35
Set up the start zone
3 people
36
Give participant briefing
2 people
37
Provide the starting signal
2 people
38
Record start time
2 people
39
Staff route checkpoints
12 people
40
Staff the drink stations
10 people
41
Hand out water and sports drinks
10 people
42
Refill drinks
3 people
43
Hand out fruit and snacks
4 people
44
Register finishers
3 people
45
Present medals
3 people
46
Keep the finish area clean
2 people
47
Support first aid
3 people
48
Register lost items
49
Publish interim results
50
Accompany the final runner
2 people
51
Officially close the finish line
2 people

Aftercare

52
Remove route signs
6 people
53
Collect traffic cones
4 people
54
Take down drink stations
6 people
55
Take down tables and chairs
4 people
56
Take down party tents
4 people
57
Collect waste
4 people
58
Clean the venue
4 people
59
Export time tracking
60
Publish results
61
Send participant email
62
Return borrowed materials
2 people
63
Store leftover stock
2 people
64
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Distribution tablesqty 8
Folding chairsqty 20
Clothes racksqty 4

Sports equipment

Bib numbersqty 350
Safety pinsqty 800
Finisher medalsqty 350
Start and finish archqty 2
Route arrowsqty 80
Kilometer markersqty 30
Traffic conesqty 100
Crowd barriersqty 20
Disposable cupsqty 2500
Water bottlesqty 30
Coolersqty 8
Stopwatchesqty 6
Route mapsqty 400
Reflective vestsqty 30
Conesqty 30

Equipment

Time registration system
Laptopqty 2
Tabletsqty 4
Printer
PA system
Walkie-talkiesqty 12
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Batteriesqty 40

Tableware

Coffee cupsqty 400
Tea cupsqty 400
Platesqty 400
Cutlery setsqty 400

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 10
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving spoonsqty 12

First aid

First aid kitsqty 3
Cold packsqty 30
Emergency blanketsqty 20
Disposable glovesqty 100

Lighting

LED work lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the full route and required permits before opening registration. Traffic measures, insurance and safety arrangements can take several weeks, especially if roads or junctions need managing.
Plan water and support checkpoints by distance, not just by location. For a 30 kilometre course, assign volunteers, drinks, cups, route signs and a communication method to every checkpoint before race week.
Close registration early enough to order bib numbers, print route maps and prepare starter packs. A final participant list at least 3 days before the run gives you time to sort names, dietary requirements and last-minute changes.
Give each volunteer a short written instruction sheet with their exact position, arrival time, duties and emergency contact. Add reflective vests and walkie-talkies where route visibility or communication may be difficult.
Build the start and finish areas before participants arrive, including registration tables, tents, barriers, timing equipment and power supplies. Test the laptop, printer, tablets, PA system and time-registration system together rather than separately.

Frequently asked questions

How long does it take to organise a 30 kilometre run?: Allow at least 8 to 12 weeks for a small organised run, and start earlier if permits or traffic measures are needed. Open registration only after the route, insurance, safety plan and key suppliers are confirmed.
How many volunteers do you need for a 30 kilometre run?: Plan for at least one volunteer at each checkpoint, plus separate people for registration, the start and finish areas, drinks and route support. Add a reserve of roughly 10% so illness or no-shows do not leave a post uncovered.
When should runners receive their race numbers and route information?: Prepare bib numbers and starter packs after registration closes and the participant list is final, usually 3 to 7 days before race day. Send route and arrival instructions before then so runners can plan parking, transport and start times.
How much water do you need for a 30 kilometre run?: Estimate the number of runners, then provide drinks at several checkpoints and keep a reserve for warm weather or slower participants. As a starting point, prepare at least 250 to 500 millilitres per runner at each staffed drinks point, plus extra cups and backup supplies.

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.