How to organise a half marathon from start to finish

Organising a half marathon starts with the date and course, but the route is only one part of the job. You also need permits, a traffic plan, first aid, timing, toilets, volunteers and clear communication with residents. Work backwards from race day: secure safety-critical suppliers first, open registration only when the basics are confirmed, then build the volunteer and race-day schedules. The final course check should happen before participants arrive, not on the morning of the race.

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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
3 people
2
Apply for a permit
3
Submit traffic plan
4
Check insurance
5
Reserve start and finish location
6
Reserve timekeeping
7
Arrange the first aid team
8
Arrange traffic marshals
9
Reserve toilet facilities
10
Publish website with course
2 people
11
Open registration form
12
Send invitations
2 people
13
Approach sponsors
2 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Recruit volunteers
2 people
17
Create volunteer schedule
2 people
18
Design race numbers
19
Have start numbers printed
20
Design route signs
21
Have route signs made
22
Order shopping list
23
Final check of the course
3 people
24
Inform local residents
2 people
25
Publish start list
26
Email participant information
27
Check the weather forecast
28
Check materials
3 people
29
Assemble starter packs
6 people
30
Pick up groceries
2 people
31
Chill drinks
3 people
32
Sort route arrows
2 people
33
Block off start and finish area
4 people
34
Set up tents
6 people
35
Set up tables and chairs
4 people
36
Set up registration desks
3 people
37
Install time tracking
2 people
38
Connect the sound system
2 people
39
Set up the first aid station
2 people
40
Set up toilets
3 people
41
Set up water stations
4 people
42
Place route signs
8 people
43
Set up traffic signs
4 people
44
Prepare starter packs
4 people
45
Build the finish arch
4 people
46
Set up the medal distribution
2 people
47
Set up the catering buffet
4 people
48
Prepare coffee and tea
2 people

Event

49
Hand out race numbers
6 people
50
Register participants
4 people
51
Collect luggage
4 people
52
Guide participants to the start
4 people
53
Give the start briefing
2 people
54
Give the starting signal
55
Staff traffic posts
18 people
56
Staff the first water station
6 people
57
Staff the second water station
6 people
58
Staff the third water station
6 people
59
Refill water and sports drink
4 people
60
Monitor timekeeping
2 people
61
Staff the first aid station
3 people
62
Provide cycling guidance
4 people
63
Accompany the final runner
2 people
64
Restock staff supplies
2 people
65
Welcome finishers
4 people
66
Hand out medals
4 people
67
Serve water and fruit
5 people
68
Serve coffee and tea
3 people
69
Refill drinks
3 people
70
Return luggage
4 people
71
Check results
2 people
72
Carry out award ceremony
3 people
73
Guide the audience to the exit
4 people

Aftercare

74
Remove directional signs
8 people
75
Remove traffic signs
4 people
76
Dismantle the finish arch
4 people
77
Take down tents
6 people
78
Clear tables and chairs
4 people
79
Switch off equipment
2 people
80
Collect waste
6 people
81
Clean the venue
6 people
82
Clean water points
4 people
83
Wash dishes
3 people
84
Chill leftover catering
2 people
85
Sort borrowed materials
3 people
86
Return materials
2 people
87
Take waste to the collection point
2 people
88
Publish results
89
Send thank-you email to participants
90
Register lost and found items
91
Handle the deposit and keys

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 40
Beer tablesqty 8
Counter buffetsqty 6
Luggage racksqty 10

Sports equipment

Bib numbersqty 600
Safety pinsqty 1200
Finish medalsqty 600
Route arrowsqty 120
Kilometer markersqty 22
Start and finish ribbonsqty 8
Conesqty 80
Crowd control barriersqty 50
Crowd barriersqty 80
Start arch
Finish arch
Luggage tagsqty 600
Headlampsqty 30

Equipment

Time registration system
Laptopqty 2
Tabletsqty 4
Walkie-talkiesqty 20
Mobile chargersqty 12
Sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Megaphonesqty 4

Lighting

Work lightsqty 6
Battery lanternsqty 8

First aid

First aid kitsqty 3
AED
Stretchersqty 2
Blanketsqty 12

Tableware

Reusable cupsqty 700
Platesqty 500
Cutlery setsqty 500
Coffee potsqty 6
Thermos flasksqty 8
Serving plattersqty 20

Kitchen

Coolersqty 12
Water jugsqty 20
Cutting boardsqty 6
Bread knivesqty 6
Serving spoonsqty 12
Pliersqty 10
Coffee machinesqty 3

Cleaning

Waste binsqty 20
Broom setsqty 6
Floor squeegeesqty 3
Bucketsqty 6
Cleaning cartsqty 2

Decorations

Stage ribbonqty 2
Buntingqty 12
Sponsor bannersqty 12
Information boardsqty 10
Directional signsqty 20

Catering

Groceries

Tips

Fix the date, course and start-finish location before opening registration. Apply for the permit and submit the traffic plan early; road closures and public-safety approvals can take longer than expected.
Book timekeeping, first aid, traffic marshals and toilets as soon as the date is fixed. These services are difficult to replace at short notice, and a half marathon needs coverage along the full course, not only at the start and finish.
Publish the course on the website before sending invitations and opening entries. Include key practical information, then collect dietary requirements and other participant details while registrations are being processed.
Create the volunteer schedule at least 2 weeks before race day and give each team a clear meeting point, shift time and communication method. Use walkie-talkies for coordination and keep mobile chargers available at the start, finish and timing desk.
Complete a full course check before race day, including route arrows, kilometre markers, cones, barriers, luggage storage and power for the timing and sound equipment. Count the bib numbers, safety pins and medals against the final start list rather than an early registration estimate.

Frequently asked questions

How early should I start organising a half marathon?: Start at least 6 months before race day for a small event, and earlier if roads, permits or multiple authorities are involved. Set the date and course first, then secure the start-finish site, safety services and timing.
When should I open registration for a half marathon?: Open registration after the course, permit process, start-finish location and core suppliers are confirmed. A practical target is 3 to 4 months before race day, leaving time to process entries and publish a reliable start list.
How many volunteers do I need for a half marathon?: Plan separate teams for registration, start and finish, course points, baggage, refreshments, traffic support and the finish area. As a working minimum, allow around 1 volunteer at each staffed course point plus 10 to 15 people for start and finish operations, then add coverage for breaks.
When should I publish the half marathon start list?: Publish the start list once registrations are closed and timing data has been checked, usually 3 to 7 days before the race. Keep a final printed or offline copy for the registration desk in case mobile access fails.

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.