How to organise a fire brigade run

A fire brigade run needs more than a marked course and a starting signal. Start by fixing the date, route, start and finish locations, then confirm permits, insurance and traffic measures before opening registration. Work backwards from race day to organise bib numbers, medals, signs, volunteers, first aid and refreshments. The most common problems are unclear traffic duties, missing route markers and a volunteer briefing that happens too late.

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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
Check the permit
3
Check insurance
4
Confirm the start and finish location
2 people
5
Apply for traffic measures
6
Inform emergency services
7
Recruit volunteers
2 people
8
Assign volunteers
2 people
9
Send invitations
2 people
10
Open registration
11
Process registrations
2 people
12
Collect dietary requirements
13
Order race numbers
14
Place medal order
15
Design signs and directional arrows
2 people
16
Scout the route
2 people
17
Assign traffic posts
2 people
18
Confirm reservations
19
Check the starting list
2 people
20
Prepare the volunteers briefing
2 people
21
Check the shopping list
2 people
22
Sort bib numbers
3 people
23
Prepare route signs
3 people
24
Do the shopping
3 people
25
Check medical supplies
2 people
26
Lay out prizes and medals
2 people
27
Assemble starter kit
4 people
28
Check the weather forecast

Event

29
Open venue
2 people
30
Set up the start and finish area
6 people
31
Set up registration tables
3 people
32
Place route arrows
6 people
33
Set up traffic barriers
4 people
34
Staff traffic posts
8 people
35
Test sound system
2 people
36
Set up water stations
4 people
37
Set out first aid supplies
2 people
38
Hand out race numbers
4 people
39
Register sign-ups
4 people
40
Process late registrations
2 people
41
Guide participants to the start
3 people
42
Give the starting signal
2 people
43
Record lap times
3 people
44
Guide participants
8 people
45
Refill water
3 people
46
Hand out fruit
2 people
47
Catch finishers
4 people
48
Hand out medals
3 people
49
Chill drinks
2 people
50
Prepare coffee and tea
2 people
51
Set out snacks
3 people
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Keep the finish area clear
2 people
55
Prepare awards ceremony
2 people
56
Support awards ceremony
3 people
57
Inform participants
2 people
58
Empty trash bins
2 people
59
Wash dishes
2 people

Aftercare

60
Remove route signs
5 people
61
Remove traffic barriers
4 people
62
Clean up the venue
6 people
63
Clean the grounds
4 people
64
Count materials
2 people
65
Empty coolers
2 people
66
Return borrowed materials
2 people
67
Dispose of waste
2 people
68
Collect lost property
69
Publish results
2 people
70
Thank participants
2 people
71
Collect sponsorship materials
2 people
72
Secure photo materials

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Beer tablesqty 8
Chairsqty 40
Foldable tablesqty 3
Waste binsqty 8

Sports equipment

Bib numbersqty 300
Race bib strapsqty 300
Finish ribbonsqty 2
Route arrowsqty 35
Kilometer markersqty 10
Traffic conesqty 50
Water cupsqty 800
Blanketsqty 20
Stopwatchesqty 4
Medal ribbonsqty 300
Running medalsqty 300
Prizesqty 12
Clipboardsqty 8
Ballpoint pensqty 30
Markersqty 12
Ropeqty 2
Route mapsqty 20

Safety

Traffic barriersqty 20
Safety vestsqty 30
First aid kitsqty 2
Disposable glovesqty 4
Flashlightsqty 8
Flashlight batteriesqty 24

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Coolersqty 6
Thermos flasksqty 6
Water dispensersqty 4

Tableware

Reusable cupsqty 400
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Cool bagsqty 10

Cleaning

Washing-up tubsqty 3
Cleaning clothsqty 12
Broom setsqty 3
Floor squeegeesqty 2

Catering

Groceries

Tips

Scout the full route before publishing it and record every crossing, narrow section and possible traffic post. Place kilometre markers and directional arrows where runners must make a decision, not only at obvious junctions.
Handle permits, insurance, emergency-service notifications and traffic measures early enough to allow corrections. Do not assume that informing emergency services replaces an approved traffic plan.
Set up registration with tables, clipboards, pens, bib numbers and straps in one clearly marked area. Check the starting list before the briefing and keep dietary requirements with the relevant catering information.
Assign every volunteer to a named position and give them a route map, arrival time and backup contact. Brief traffic marshals on when to stop vehicles, where barriers and cones go, and what to do if a runner needs medical help.
Pack race-day equipment by function rather than by purchase date: route marking, registration, safety, finish area and sound system. Check first aid kits, gloves, safety vests, flashlights and batteries the day before, not when the first runners arrive.

Frequently asked questions

How far in advance should I plan a fire brigade run?: Start the basic planning at least 8 to 12 weeks before race day. Fix the date and route first, then allow time for permits, insurance, traffic measures, registrations, bibs, medals and volunteer assignments.
How many volunteers do I need for a fire brigade run?: Count one volunteer for registration, one for the finish area and one for every traffic or safety post, then add at least 2 to 3 floaters. The exact number depends on the route, crossings and number of participants.
When should I mark the running route?: Scout the route several days in advance, but install arrows, kilometre markers, cones and barriers on race day or the evening before. Check the entire course again before the first runner starts, because signs can move or disappear.
What should volunteers be told before the race?: Hold a full briefing 30 to 60 minutes before volunteers take their positions. Give each person their location, arrival time, route map, communication method and clear instructions for traffic, first aid and runner problems.

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.