How to organise a city marathon

A city marathon needs more than a race route and a finish line. Start with the date, locations and route, then build the permit, traffic, medical and timing plan around them. Registration, bib numbers, volunteers and water stations should be ready well before race week. The final checks focus on every handover: who closes each road, who scans each runner, and who restocks every station.

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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
Set the event date
2 people
2
Reserve start and finish location
2 people
3
Design the marathon route
3 people
4
Apply for a route permit
2 people
5
Submit traffic plan
2 people
6
Arrange medical support
2 people
7
Arrange timekeeping
2 people
8
Schedule traffic stewards
2 people
9
Recruit volunteers
3 people
10
Open registration form
2 people
11
Send invitations
2 people
12
Publish route map
2 people
13
Process registrations
2 people
14
Collect dietary requirements
2 people
15
Order race numbers
2 people
16
Order medal design
2 people
17
Book catering
2 people
18
Reserve drinks service
2 people
19
Reserve barriers and traffic signs
2 people
20
Reserve tents and furniture
2 people
21
Send the volunteer briefing
2 people
22
Check bib numbers
2 people
23
Carry out a route check
3 people
24
Develop traffic posts
2 people
25
Set up water stations
2 people
26
Sort finish medals
2 people
27
Print participant list
2 people
28
Assemble starter packs
6 people
29
Check groceries
2 people
30
Do the shopping
3 people
31
Bring materials to the venue
4 people
32
Inspect the route in advance
3 people
33
Block off the start area
4 people
34
Build the finish arch
4 people
35
Set up tents
6 people
36
Set up tables and chairs
6 people
37
Set up registration desks
4 people
38
Prepare starter packs
4 people
39
Install time tracking
3 people
40
Test sound system
2 people
41
Set up water stations
8 people
42
Put up route signs
6 people
43
Set up traffic barriers
8 people
44
Prepare first aid supplies
3 people

Event

45
Register participants
8 people
46
Hand out race numbers
6 people
47
Manage luggage drop-off
4 people
48
Guide the starting area
6 people
49
Give the opening briefing
2 people
50
Start the marathon
4 people
51
Staff water stations
16 people
52
Refill drinks
8 people
53
Staff traffic posts
12 people
54
Check the route barriers
4 people
55
Receive finishers
6 people
56
Present medals
4 people
57
Serve finish catering
6 people
58
Keep the finish area clean
4 people
59
Handle baggage collection
4 people
60
Register lost items
2 people
61
Register end time
3 people
62
Guide the last participants
4 people
63
Officially close the finish line
2 people

Aftercare

64
Collect route signs
6 people
65
Collect traffic barriers
8 people
66
Tear down time tracking
3 people
67
Take down tents
6 people
68
Dismantle furniture
6 people
69
Collect waste
6 people
70
Clean the venue
6 people
71
Return materials
4 people
72
Return rented items
3 people
73
Return borrowed materials
3 people
74
Store leftover food
2 people
75
Wash dishes
4 people
76
Publish results
2 people
77
Inform participants
2 people
78
Handle lost and found
2 people
79
Check invoices
2 people

What to bring

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

Furniture

Party tentsqty 6
Folding tablesqty 24
Folding chairsqty 40
Bar stoolsqty 12
Waste binsqty 24
Clothes racksqty 4

Sports equipment

Bib numbersqty 1200
Race bib strapsqty 1200
Finish medalsqty 1200
Disposable cupsqty 10000
Water bottlesqty 1200
Spongesqty 1500
Coolersqty 18
Water jerry cansqty 30
Foldable cratesqty 40
Finish arch
Timing matsqty 4
Barcode scannersqty 6
Route arrowsqty 80
Kilometer markersqty 43
Warning signsqty 30
Traffic conesqty 120
Crowd barriersqty 180
Barrier tapeqty 20
Starter pistol
Stopwatchesqty 12
Route mapsqty 50
Clipboardsqty 20
Pensqty 100
Walkie-talkiesqty 20
Power banksqty 12
Flashlightsqty 20
Umbrellasqty 10
Blanketsqty 30
First aid kitsqty 6
Emergency blanketsqty 100
Nitrile glovesqty 500
Wayfinding arrowsqty 60

Equipment

Laptopsqty 6
Tabletsqty 8
Printersqty 3
Extension cordsqty 12
Power stripsqty 12
Mobile chargersqty 12
Portable speakersqty 2
Microphonesqty 2
Megaphonesqty 4
Flashlightsqty 12

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 80

Tableware

Reusable drinking cupsqty 600
Platesqty 500
Cutlery setsqty 500
Coffee cupsqty 150
Pouring jugsqty 30
Serving traysqty 12

Kitchen

Thermos flasksqty 12
Kettlesqty 4
Refrigeratorsqty 4
Cutting boardsqty 8
Chef's knivesqty 8
Pliersqty 12
Serving spoonsqty 12
Ice packsqty 60

Decorations

Start line ribbonsqty 2
Stage drapesqty 4
Sponsor bannersqty 20
Flagsqty 30
Conesqty 40

Cleaning

Broom setsqty 6
Litter pickersqty 8
Bucketsqty 8
Mopsqty 8
Spongesqty 20
Reusable clothsqty 30
Hand soap dispensersqty 12
Hand sanitizer pumpsqty 12
Paper dispensersqty 12

Catering

Groceries

Tips

Start with the route and permissions, not the registration form. Reserve the start and finish locations, map every road section, and submit the route permit and traffic plan early enough to allow revisions.
Set a clear race-day operating plan at least 4 weeks before the marathon. Assign traffic stewards and medical support to fixed posts, give each team a walkie-talkie, and include contact numbers in the volunteer briefing.
Treat water stations as timed logistics points. Decide how many stations the route needs, then prepare water bottles, cups, sponges, coolers and water jerry cans so each station can be filled, staffed and cleared without blocking the course.
Order runner materials only after registration details are stable. Check bib numbers against the registration list, prepare race bib straps, and keep spare bibs, clipboards and pens at the collection point.
Run one complete route check before race week and one final check on race morning. Confirm kilometer markers, route arrows, warning signs, traffic cones, barriers and barrier tape are visible from a runner’s approach, especially at turns and crossings.

Frequently asked questions

How long does it take to organise a city marathon?: Allow at least 6 to 12 months for a city marathon. The route, start and finish locations, road closures, permits, medical support and timing suppliers can all require separate approval or coordination.
When should I apply for a marathon route permit?: Submit the route permit and traffic plan as soon as the route is stable, preferably 6 months before race day. Keep extra time for requested changes from traffic authorities, emergency services or local residents.
How many volunteers do you need for a city marathon?: The number depends on the route length and number of crossings, but plan volunteers by post rather than as one total. Use at least 2 people at busy crossings, then add separate teams for water stations, registration, baggage, timing and the finish area.
When should marathon registration close?: Close registration at least 2 to 3 weeks before race day if you need accurate bib numbers, catering quantities and dietary requirements. Keep a short buffer for corrections before printing or checking the final bib list.

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.