How to organise a company marathon

A company marathon needs more than a route and a start time. Begin by fixing the date and course, then secure the start and finish locations, permits, medical support and timing before opening registration. In the final weeks, turn registrations into starter groups, volunteer shifts and participant information. The details most often missed are route checks, traffic control, power for timing equipment and a clear plan for drinks and catering after the 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
Record date and route
2 people
2
Reserve start and finish location
3
Arrange permits and notifications
4
Draw up traffic plan
2 people
5
Arrange medical support
6
Reserve timekeeping
7
Send invitations
2 people
8
Open registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign starter groups
2 people
12
Send participant information
13
Recruit volunteers
2 people
14
Assign volunteers
2 people
15
Carry out a route check
3 people
16
Print the route map
17
Sort bib numbers
2 people
18
Print participant lists
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare catering
3 people
22
Lay out race bibs and shirts
2 people
23
Set out route arrows and ribbons
2 people
24
Check the weather forecast

Event

25
Inspect the site
3 people
26
Set up the start and finish arch
4 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Set up registration desk
2 people
30
Set up care stations
4 people
31
Place route arrows
5 people
32
Place traffic barriers
6 people
33
Test audio and microphone
2 people
34
Test time tracking
2 people
35
Hand out bib numbers
3 people
36
Receive participants
3 people
37
Manage luggage drop-off
3 people
38
Lead the warm-up
2 people
39
Give the start briefing
2 people
40
Start the marathon
3 people
41
Staff route checkpoints
12 people
42
Refill drinks
3 people
43
Restock fruit and snacks
3 people
44
Register finishers
3 people
45
Hand out medals
2 people
46
Serve recovery drink
3 people
47
Set up buffet
4 people
48
Serve the buffet
5 people
49
Check toilets
2 people
50
Empty trash bins
2 people
51
Publish closing times
2 people
52
Carry out award ceremony
3 people
53
See participants off
3 people

Aftercare

54
Remove route arrows
5 people
55
Remove traffic barriers
6 people
56
Dismantle materials
5 people
57
Wash dishes
3 people
58
Collect waste
4 people
59
Clean the grounds
4 people
60
Return luggage
2 people
61
Empty and clean coolers
2 people
62
Return rented materials
2 people
63
Send results and photos
2 people
64
Handle lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 50
Start and finish arch
Coat racksqty 3
Clothes hangersqty 120

Tableware

Reusable cupsqty 250
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12

Sports equipment

Bib numbersqty 150
Race bib strapsqty 150
Finisher medalsqty 150
Route arrowsqty 80
Crowd control barriersqty 30
Traffic conesqty 50
Barrier tapeqty 10
Time registration system
Stopwatchesqty 6
Route mapsqty 30

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Walkie-talkiesqty 12
Laptopsqty 3
Printer
Handheld megaphoneqty 2
Coolersqty 8

Lighting

Work lightsqty 6
String lightsqty 4

Kitchen

Thermos flasksqty 8
Coffee machinesqty 3
Water jugsqty 12
Cutting boardsqty 4
Chef and serving knivesqty 6
Ice packsqty 30

Decorations

Bannersqty 6
Balloonsqty 100
Tableclothsqty 12

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpans and brushesqty 4

Catering

Groceries

Tips

Lock down the route, start and finish locations before inviting anyone. Allow at least 8–12 weeks for permits, notifications and a traffic plan, especially if roads or public spaces are involved.
Open registration only after you know the route, entry limit and key safety arrangements. Close it 7–10 days before race day so you can process dietary requirements, print lists and sort bib numbers.
Plan volunteers by station rather than by task alone: course crossings, registration, drink points, finish support and pack-down each need named cover. Send every volunteer their location, shift time and a contact method at least 3 days ahead.
Run a full route check during the week before the marathon. Confirm arrows, ribbons, barriers, cones and alternative directions, then print route maps and keep spare marking materials available on the day.
Test the timing system, printer, speakers, microphones and walkie-talkies before participants arrive. Charge power banks, check extension cords and power strips, and place coolers and reusable cups where finishers can reach them without blocking the finish area.

Frequently asked questions

How far in advance should I organise a company marathon?: Start planning 8–12 weeks before race day. Permits, traffic notifications, medical support, timing and locations should be confirmed before registration opens.
When should company marathon registration close?: Close registration 7–10 days before the event. That gives you time to process entries, collect dietary requirements, assign starter groups and print participant lists and bib numbers.
How many volunteers do I need for a company marathon?: Assign at least one named volunteer to every critical position, including registration, each road crossing, drink support, the finish area and pack-down. Add a reserve for every 5–10 volunteers so breaks or absences do not leave a station unattended.
What should I check the day before a company marathon?: Check the weather forecast, inspect the site and test timing, sound and communication equipment the day before. Also confirm that route markings, barriers, cones, bibs, medals, drinks and catering are in their assigned locations.

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.