How to organise a half marathon from start to finish

Organising a half marathon starts with the route and the date, not with race-day supplies. Once those are fixed, work through permits, traffic control, medical cover, registration and timing in that order. The final weeks are about assigning volunteers, checking every kilometre of the course and sending clear participant information. This approach prevents common delays such as late road approvals, missing toilets, unclear start groups or equipment that has no power on race morning.

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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
Apply for permits
3
Coordinate the route with the municipality
2 people
4
Develop the traffic plan
2 people
5
Arrange medical support
6
Book time registration system
7
Reserve start and finish location
8
Reserve toilets
9
Reserve traffic controllers
10
Recruit volunteers
2 people
11
Send invitations
2 people
12
Open registration form
13
Process registrations
2 people
14
Collect dietary requirements
15
Order race numbers
16
Order medal design
17
Design route signs
2 people
18
Assign volunteers
2 people
19
Create briefing document
20
Assign starter groups
2 people
21
Send participant information
22
Check the weather forecast
23
Check the route again
2 people
24
Complete inventory
2 people
25
Do the shopping
3 people
26
Sort bib numbers
4 people
27
Fill the water crates
4 people
28
Set out route signs
3 people

Event

29
Mark off the starting area
6 people
30
Build the finish arch
4 people
31
Set up tables and tents
6 people
32
Connect sound and power
3 people
33
Mark out the route
8 people
34
Staff traffic posts
12 people
35
Set up water stations
8 people
36
Set up the first aid station
3 people
37
Set up registration
4 people
38
Lay out bib numbers
4 people
39
Register participants
6 people
40
Guide the starting grids
6 people
41
Give the start briefing
2 people
42
Start the half marathon
3 people
43
Guard access at intersections
12 people
44
Refill water
6 people
45
Refill Sports Drink
4 people
46
Hand out cups and fruit
8 people
47
Monitor timekeeping
3 people
48
Receive finishers
6 people
49
Hand out medals and fruit
6 people
50
Serve coffee and tea
3 people
51
Refill drinks
3 people
52
Keep the finish area clean
3 people
53
Collect lost items
2 people
54
Accompany the final runner
2 people
55
Open the route
4 people

Aftercare

56
Collect signs along the route
6 people
57
Remove traffic materials
6 people
58
Dismantle the finish area
6 people
59
Clear tables and chairs
5 people
60
Collect waste
5 people
61
Wash dishes
3 people
62
Clean the grounds
5 people
63
Check materials
3 people
64
Return rental items
2 people
65
Export time tracking data
66
Publish results
67
Return lost and found items
68
Send participant email

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Chairsqty 30
Foldable tablesqty 6
Crowd barriersqty 60
Crowd control barriersqty 40

Sports equipment

Bib numbersqty 600
Start number bandsqty 600
Finish medalsqty 600
Directional signsqty 80
Kilometer markersqty 22
Directional signsqty 40
Traffic conesqty 80
Wristbandsqty 650
Clipboardsqty 12
Markersqty 30
Pensqty 40
Start arch
Finish arch
Stage blocksqty 3
Finish ribbon
Route mapsqty 50
Starting listsqty 20
Volunteer vestsqty 40
Traffic marshal vestsqty 20
Rain ponchosqty 50
Blanketsqty 50

Equipment

Timing matsqty 2
Time tracking transmittersqty 600
Laptopqty 2
Tabletsqty 4
Walkie-talkiesqty 16
Mobile phonesqty 6
Megaphoneqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 6
Coolersqty 8
Water jerry cansqty 12
Jerrycan pumpsqty 8

Tableware

Reusable cupsqty 1000
Coffee cupsqty 300
Platesqty 300
Cutlery setsqty 300
Pitchersqty 12

Kitchen

Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 6
Knivesqty 8
Serving spoonsqty 8
Coolersqty 4

Lighting

Work lightsqty 4
String lightsqty 4

Cleaning

Waste binsqty 20
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Hand sanitizer holdersqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date and route first, then contact the municipality about permits and traffic arrangements. Allow at least 8–12 weeks for approvals, because the route cannot be treated as final until road closures and crossing points are agreed.
Book medical support, toilets, traffic marshals and the timing system before opening registration. These are capacity-dependent services, and replacing them a few days before the race is difficult.
Open registration only after you know the course, start and finish location, entry limit and timing setup. Order bib numbers and medals from the confirmed registration figures, with a small reserve for corrections and late changes.
Create one race-day briefing that shows volunteer positions, reporting times, radio or phone contacts, emergency procedures and the location of every aid or control point. Send participant information at least 7 days before the event, including start groups and arrival instructions.
Walk or drive the full route again during the final week and check every sign, kilometre marker, barrier and crossing. Test timing mats, laptops, tablets, radios, loudspeakers and power banks before setup begins, rather than discovering a fault at the start line.

Frequently asked questions

How long does it take to organise a half marathon?: Allow at least 3 to 6 months for a small event, and longer if the course uses public roads. Permits, traffic planning, medical cover and supplier availability should be started 8–12 weeks before race day at the latest.
When should I open registration for a half marathon?: Open registration once the date, route, start and finish locations, participant limit and timing system are confirmed. This is usually 8–12 weeks before the race, leaving time to process entries and order bib numbers.
How many volunteers do you need for a half marathon?: The number depends on the route and the number of crossings, but plan separate coverage for registration, the start and finish, course signs, traffic points, timing and refreshments. Finalise the roster at least 2 weeks before race day and brief everyone 3–7 days beforehand.
What should I check the week before a half marathon?: Check the weather, walk or drive the entire route, confirm medical support and traffic marshals, and verify toilets, signs, barriers, bibs, medals and timing equipment. Test all electronic equipment and power arrangements at least 24 hours before setup.

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