How to organise a diabetes run

A diabetes run needs more than a marked course and a start time. Begin by fixing the date and route, then handle permits, traffic measures and venue bookings before opening registration. Once entries come in, collect medical and dietary information, recruit volunteers and assign every checkpoint. In the final week, check the route on a bike, prepare bibs and signs, and set up water and care stations so participants and helpers know exactly what to expect.

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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 venue
3
Report the permit and route
4
Set up the start and finish area
2 people
5
Coordinate traffic measures
2 people
6
Send invitations
2 people
7
Open registration form
8
Approach sponsors and partners
2 people
9
Publish route online
10
Process registrations
2 people
11
Collect dietary requirements
12
Record medical concerns
2 people
13
Recruit volunteers
2 people
14
Assign checkpoints along the route
2 people
15
Confirm reservations
16
Design race numbers
17
Design route signs
18
Create volunteer schedule
2 people
19
Send participant information
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Sort bib numbers and wristbands
2 people
23
Cycle and check the route
2 people
24
Prepare route signs
3 people
25
Set up water and care stations
4 people
26
Fill coolers
2 people
27
Print route maps
2 people
28
Print participant lists
29
Check first aid supplies
2 people
30
Check the weather forecast

Event

31
Open venue
2 people
32
Set up tents and tables
6 people
33
Set up the start and finish arch
4 people
34
Place route signs
4 people
35
Set up start number table
3 people
36
Set up the medical information booth
2 people
37
Test sound system
2 people
38
Restock first aid stations
4 people
39
Brief volunteers
3 people
40
Open registration desk
3 people
41
Hand out race numbers
4 people
42
Inform participants
2 people
43
Chill drinks
2 people
44
Prepare snacks
4 people
45
Lead the group warm-up
2 people
46
Give the signal
2 people
47
Staff route checkpoint
8 people
48
Receive participants at the finish line
4 people
49
Refill drinks
3 people
50
Serve snacks
4 people
51
Register finishers
2 people
52
Present awards and thank-yous
3 people
53
Restock the buffet
3 people
54
Serve coffee and tea
2 people
55
Empty trash bins
2 people
56
Answer participant questions
2 people
57
Collect the final route signs
3 people
58
See participants off
2 people

Aftercare

59
Collect materials
5 people
60
Take down tents and furniture
6 people
61
Wash dishes and kitchen equipment
3 people
62
Clean the venue
4 people
63
Dispose of waste
3 people
64
Return borrowed materials
2 people
65
Store leftover food
2 people
66
Check route signs and barriers
2 people
67
Send participant thank-yous
68
Share photos with participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Beer tablesqty 8
Chairsqty 60
High tablesqty 8
Waste binsqty 10
Coolersqty 8

Equipment

Sound system
Wireless microphonesqty 2
Laptopsqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Walkie-talkiesqty 10

Sports equipment

Bib numbersqty 220
Race bib strapsqty 220
Medal ribbonsqty 220
Conesqty 30
Barrier tapeqty 8
Water cupsqty 500
Drink dispensersqty 8
Blanketsqty 6
Stopwatchesqty 6
Bikesqty 4

Safety

First aid kitsqty 3
AEDs
Reflective vestsqty 20
Flashlightsqty 8
Emergency blanketsqty 20
Ice packsqty 24

Signage

Directional signsqty 30
Directional signsqty 20
Start/finish arch
Information boardsqty 8
Notice boardsqty 3

Administration

Clipboardsqty 12
Pensqty 40
Markersqty 20
Staplersqty 4
Name stickersqty 250
Table numbersqty 12

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee potsqty 6
Teapotsqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 8
Serving spoonsqty 10
Storage binsqty 12
Ice packsqty 24

Decorations

Buntingqty 12
Balloon archesqty 2
Tableclothsqty 12
Bannersqty 6

Lighting

LED light stringsqty 8
Battery lampsqty 12

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand sanitizer pumpsqty 8

Catering

Groceries

Tips

Set the date and route before publishing anything. Allow at least 8–12 weeks for permits, traffic coordination, sponsor contact and volunteer recruitment, especially if roads need temporary controls.
Open registration only after the route and practical details are stable. Ask for emergency contact information, medical concerns and dietary requirements, then send final participant instructions at least 7 days before the run.
Plan checkpoints by distance, not just by volunteer availability. Place water and care stations where runners can reach them easily, and give each station a walkie-talkie, first aid kit and clear instructions for escalation.
Cycle the full route during the final week and check every turn, sign location and access point. Count the signs, bibs, wristbands and water cups after this check; missing items are difficult to replace on event morning.
Create a separate schedule for setup, course support and pack-down. Bring power banks, extension cords and spare batteries for registration and sound equipment, and brief volunteers in person 30–45 minutes before the start.

Frequently asked questions

How long does it take to organise a diabetes run?: Allow 8–12 weeks for a small diabetes run and longer if the route uses public roads. Permits, traffic measures, volunteer recruitment and registration should be started before the final month.
When should I open registration for a diabetes run?: Open registration once the date, route, venue and key safety arrangements are confirmed, usually 6–8 weeks before the run. Close or review entries at least 7 days before the event so bibs and participant information can be prepared.
How many volunteers do I need for a diabetes run?: Plan at least one volunteer at every checkpoint, plus separate people for registration, the start and finish area, water stations and first aid support. Add a coordinator for roughly every 10–15 volunteers so questions and incidents are handled quickly.
When should I check the diabetes run route?: Cycle and inspect the complete route during the final 7 days, then check signs, cones and access points again on event morning. A second check catches moved barriers, construction work and signs that are hard to see.

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.