How to organise a cross country run

Organising a cross country run starts with the route, not the race-day equipment. Set the date, inspect the course in person and confirm its measured distance before opening registration. Then work through permits, traffic measures, volunteers, participant information and supplies in that order. The tasks and equipment in this plan cover the details that are easy to leave too late, including bibs, route marking, water, first aid and the finish area.

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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 date and route
2 people
2
Check permits and notifications
3
Reserve start and finish location
4
Inspect the course on site
2 people
5
Measure the course distance final
2 people
6
Coordinate traffic measures
2 people
7
Recruit volunteers
2 people
8
Open registration form
9
Send invitations
2 people
10
Approach sponsors
2 people
11
Design race numbers
12
Create course map
13
Process registrations
2 people
14
Collect dietary requirements
15
Create volunteer schedule
2 people
16
Brief traffic controllers
2 people
17
Prepare music and announcements
2 people
18
Order prizes and medals
19
Compile shopping list
2 people
20
Print race numbers and forms
2 people
21
Check the weather forecast
22
Process registrations final
2 people
23
Pass dietary requirements to catering
24
Do the shopping
3 people
25
Assemble starter packs
4 people
26
Lay out prizes and medals
2 people
27
Sort route arrows
2 people
28
Communicate weather decision
2 people
29
Pick up venue keys
30
Bring materials to the venue
4 people
31
Set up start and finish arches
4 people
32
Set up tables and chairs
4 people
33
Set up registration desk
3 people
34
Signpost the changing room
2 people
35
Set out the course
8 people
36
Set up traffic barriers
6 people
37
Check course markings
4 people
38
Set up water stations
4 people
39
Set up first aid table
2 people
40
Test sound system
2 people
41
Chill drinks
3 people
42
Prepare snacks
4 people
43
Display race numbers
2 people
44
Register volunteers
2 people

Event

45
Staff volunteer posts
10 people
46
Receive participants
4 people
47
Hand out race numbers
3 people
48
Carry out the final course check
4 people
49
Give the introduction briefing
2 people
50
Get participants started
4 people
51
Record times
3 people
52
Secure intersections
8 people
53
Staff water stations
6 people
54
Receive finishers
4 people
55
Hand out medals
2 people
56
Serve drinks
4 people
57
Refill drinks
2 people
58
Serve snacks
3 people
59
Check results
2 people
60
Handle prize ceremony
3 people
61
Inform the audience
62
Collect lost and found items
63
Close registration desk
2 people

Aftercare

64
Clear the course
8 people
65
Remove traffic barriers
6 people
66
Take down the start and finish arches
4 people
67
Collect waste
4 people
68
Wash dishes and supplies
4 people
69
Clean the venue
5 people
70
Package leftover food
2 people
71
Sort materials
4 people
72
Return borrowed items
2 people
73
Publish results
74
Thank participants
2 people
75
Handle deposits and waste

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 3
Buffet tablesqty 4
Folding chairsqty 30
High tablesqty 6
Tableclothsqty 10

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Stopwatchqty 4
Laptopqty 2
Printer
Walkie-talkiesqty 8

Sports equipment

Start and finish archqty 2
Route arrowsqty 80
Course tapeqty 12
Conesqty 40
Marking sprayqty 12
Bib numbersqty 180
Bib holdersqty 180
Participant medalsqty 180
Trophiesqty 12
Water jerry cansqty 8
Reusable drink cupsqty 250
Clipboardsqty 8
Pensqty 30
Measuring tapesqty 2
First aid kitsqty 2
Emergency blanketsqty 20
Ice packsqty 12
Safety vestsqty 20
Traffic barriersqty 20
Traffic conesqty 24
Barrier tapeqty 6
Flashlightsqty 8
Umbrellasqty 8

Tableware

Platesqty 200
Bowlsqty 100
Cutlery setsqty 200
Drinking glassesqty 200
Coffee cupsqty 80
Thermos flasksqty 8

Kitchen

Coolersqty 6
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Bottle openersqty 4
Ice packsqty 24

Decorations

Start sign
Finish sign
Direction signsqty 20
Sponsor bannersqty 8
Balloonsqty 100

Lighting

LED lampsqty 10
String lightsqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 2
Bucketsqty 4
Cleaning spongesqty 12
Hand soap dispensersqty 4
Disinfectant gelqty 8

Catering

Groceries

Tips

Inspect the full course on site before publishing it. Measure the final distance after any route changes, then use that same measurement on the registration form, course map and race numbers.
Start permit, notification and traffic arrangements before inviting runners. Traffic controllers need a briefing, walkie-talkies and a clear schedule well before race morning.
Close registration early enough to prepare accurately. Use the final participant count for bib numbers, starter packs, medals, water, catering and the volunteer rota rather than estimating on the day.
Mark the route in a way runners can follow at speed. Place arrows, cones and course tape after checking the forecast, and arrange a course inspection before the first runner starts.
Treat the start and finish as two separate work areas. Set up registration tables, the timing station, announcements, water and first aid so queues do not block runners crossing the finish.

Frequently asked questions

How far in advance should I organise a cross country run?: Start at least 8 to 12 weeks before race day. Use the first weeks to set the route, confirm permits and locations, recruit volunteers and open registration; leave the final week for weather checks, printing and packing.
How many volunteers do I need for a cross country run?: Plan one volunteer for registration for every 50 to 75 runners, plus one marshal at each road crossing and key turn. Add separate people for the start and finish, water, first aid and course checks so one delay does not affect the whole event.
When should I close registration for a cross country run?: Close it 5 to 7 days before the run if you need printed bibs, starter packs, medals or catering. Keep a final registration check after closing so the participant list, dietary requirements and quantities match.
What should I prepare the day before a cross country run?: Print bib numbers and forms, assemble starter packs, check the weather and pack route arrows, cones, tape, water containers, cups and first aid kits. Prepare equipment in labelled groups so volunteers can take over quickly on race morning.

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.