How to organise a marathon from first permit to finish line

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

What to bring

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

Tips

• Start with the route and permissions. Finalise the course before submitting the traffic plan, applying for the route permit or confirming the start and finish locations; changes later can affect marshals, signs, toilets and medical coverage.
• Book safety and timing early. Arrange medical support, traffic marshals and the timekeeping system before opening registration, then use the confirmed route to define every checkpoint and communication point.
• Set registration deadlines instead of waiting for race week. Collect dietary requirements, confirm participants and print bib numbers several days before the event so starter packs can be assembled without last-minute sorting.
• Give volunteers positions, shifts and escalation instructions. Assign people to registration, water points, luggage, crossings and the finish area, and hold a briefing before race day using course maps and walkie-talkies.
• Prepare the finish area as carefully as the start. Allow space for barriers, tables, toilets, luggage crates, cooling supplies and medal distribution, and restock water, cups, sponges and other cooling items before runners arrive.

Frequently asked questions

How far in advance should I organise a marathon?

Start planning at least 6 to 12 months before race day. Route approval, traffic arrangements, medical support, timing and venue bookings should be secured first, because they determine most later tasks.

When should marathon registration open?

Open registration only after the route, date, start and finish locations, and key safety arrangements are confirmed. Close or freeze participant details at least 7 to 14 days before the race so bibs and starter packs can be prepared.

How many volunteers do I need for a marathon?

The number depends on course length and road crossings, but plan separate coverage for registration, aid points, luggage, the finish area and traffic marshaling. Assign every volunteer a position and shift at least 3 to 7 days before race day.

What should be ready in the final week before a marathon?

Have confirmed participants, printed bibs, starter packs, route signs, kilometer markers, medals, volunteer assignments and the briefing ready 3 to 7 days beforehand. Check timing, radios, toilets, medical contacts and cooling supplies again the day before.