How to organise a half marathon

Organising a half marathon starts with the route and the safety plan, not the start line. Secure the permit, confirm the start and finish area, and map out traffic control, medical support and toilets before opening registration. After that, build the volunteer structure, timing setup and runner communications around the course. The final weeks are for checking numbers, assembling race packs, marking the route and preparing a practical race-day schedule.

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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
Apply for competition permit
2
Set the route
3 people
3
Check the route for safety
3 people
4
Draw up traffic plan
2 people
5
Reserve traffic controllers
6
Reserve timekeeping
7
Arrange medical support
8
Reserve start and finish location
9
Reserve toilets
10
Publish registration form
2 people
11
Send invitations
2 people
12
Approach sponsors
2 people
13
Recruit volunteers
2 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Assign volunteers
2 people
17
Order race numbers
18
Order medal ribbons
19
Print route maps
2 people
20
Send participant information
2 people
21
Check the weather forecast
22
Do the shopping
3 people
23
Sort bib numbers
3 people
24
Assemble starter packs
6 people
25
Prepare route signs
3 people
26
Collect traffic materials
3 people
27
Fill coolers
3 people
28
Set up tents and tables
6 people
29
Build the start and finish arch
4 people
30
Set up registration tables
4 people
31
Install time tracking
3 people
32
Set up the sound system
3 people
33
Put up route signs
8 people
34
Set up barriers
6 people
35
Brief traffic controllers
2 people
36
Set up first aid stations
3 people
37
Set up water stations
6 people
38
Set out registration materials
4 people
39
Prepare starter packs
4 people
40
Lay out finish medals
3 people
41
Check sanitary facilities
2 people

Event

42
Receive participants
8 people
43
Hand out bib numbers
8 people
44
Process late registrations
3 people
45
Collect luggage
4 people
46
Guide participants to the start
4 people
47
Give the start briefing
2 people
48
Start the half marathon
6 people
49
Staff water stations
12 people
50
Staff traffic points
16 people
51
Guide the route
8 people
52
Monitor timekeeping
3 people
53
Welcome finishers
6 people
54
Hand out medals
4 people
55
Refill drinks
4 people
56
Hand out fruit and snacks
4 people
57
Return luggage
4 people
58
Staff the photo booth
2 people
59
Handle sound and announcements
2 people
60
Handle first aid requests
4 people
61
Guide the last participants
4 people
62
Officially close the finish line
3 people

Aftercare

63
Remove route signs
8 people
64
Remove barricades
6 people
65
Take down tents and tables
6 people
66
Collect waste
6 people
67
Clean the venue
6 people
68
Return materials
4 people
69
Return rental items
2 people
70
Sort lost property
2 people
71
Publish results
2 people
72
Share participant photos
2 people
73
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 30
Beer tablesqty 8
High tablesqty 6
Luggage barriersqty 12

Sports equipment

Start and finish arch
Bib numbersqty 600
Safety pinsqty 1200
Finish medalsqty 600
Route signsqty 80
Kilometer markersqty 22
Directional signsqty 45
Marking paintqty 12
Route barrier ribbonsqty 20
Vests for volunteersqty 55
High-visibility vestsqty 20
Start and finish ribbonqty 2
Timing matsqty 2
Timekeeping clocksqty 3
Megaphonesqty 6
Running polesqty 10
Medal holdersqty 4

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Power banksqty 10
Walkie-talkiesqty 20
Charging stationsqty 4
Coolersqty 12
Hot drink urnsqty 6
Coffee machinesqty 3
Handheld scannersqty 4

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lanternsqty 10

Traffic equipment

Crowd control barriersqty 40
Traffic conesqty 60
Traffic signsqty 20
Road narrowing barriersqty 8

Safety

First aid kitsqty 4
AEDsqty 2
Emergency blanketsqty 30
Nitrile glovesqty 10
Flashlightsqty 12

Tableware

Reusable cupsqty 800
Coffee cupsqty 100
Thermal mugsqty 40
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Water jugsqty 12
Jerry cansqty 20
Hand soap dispensersqty 8
Thermo boxesqty 8

Cleaning

Waste binsqty 20
Broom setsqty 6
Litter pickersqty 6
Bucketsqty 8
Mopsqty 8
Cleaning spraysqty 6

Decorations

Buntingqty 12
Sponsor bannersqty 20
Registration arrowsqty 12

Catering

Groceries

Tips

Start the permit and route work first. Allow at least 8–12 weeks for the competition permit, traffic plan, safety review and reservations for traffic marshals, medical support and the start and finish location.
Do not publish registration until the course logistics are realistic. Check how many toilets, volunteers, timing points and finish-area tables you can provide for the expected field, then include dietary requirements in the registration form.
Give volunteers fixed posts and communication channels. Assign marshals, finish-area helpers and course teams in advance, provide high-visibility vests, and test the walkie-talkies before race morning.
Prepare runner information at least 7 days before the race. Include arrival time, parking or access instructions, bib-number collection, the route, bag-drop arrangements, toilets and what happens if the weather changes.
Treat route marking as a separate operation on race morning. Sort bib numbers and race packs beforehand, then place kilometre markers, arrows, barrier ribbons and start/finish signage early enough for a full course inspection before runners arrive.

Frequently asked questions

How long does it take to organise a half marathon?: Allow at least 8–12 weeks for a small event, and longer if the route needs road closures or several authorities must approve it. Permits, traffic control, medical cover and venue reservations are the items most likely to extend the timeline.
When should half marathon registration open?: Open registration only after the route, event date, safety approach and core facilities are confirmed. Close or review entries early enough to order bib numbers, medals and other race materials with at least 3–4 weeks of handling time.
How many volunteers are needed for a half marathon?: The exact number depends on the route and road crossings, but plan separate teams for traffic points, course support, registration, start and finish, baggage and refreshments. Make the final allocation at least 7 days before the race, with named replacements for key posts.
When should runners receive the event information?: Send the main participant information at least 7 days before race day, then send a short weather and practical update 24–48 hours beforehand. Include the bib process, arrival time, route details, toilets, bag drop and any traffic restrictions.

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.