How to organise a New Year's Eve run

Start with the date, route and start-finish location, then work outward to permits, insurance and traffic measures. Once those are confirmed, open registration and build the operational plan around participant numbers, starter groups, volunteers and first aid. The final week is for checking the route, preparing bib numbers and signs, confirming equipment and watching the weather. On race day, allow time to open the venue, brief volunteers and test timing before the first runners arrive.

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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
Check insurance
4
Reserve start and finish location
5
Apply for traffic measures
6
Reserve first aid station
7
Arrange timekeeping
8
Recruit volunteers
2 people
9
Send invitations
2 people
10
Open registration form
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign starter groups
2 people
14
Send participant information
15
Check route in advance
2 people
16
Assign volunteers
2 people
17
Print race numbers
2 people
18
Check medical information
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Sort bib numbers
3 people
22
Prepare route signs
3 people
23
Inform volunteers
2 people
24
Check the weather forecast
25
Open venue
2 people
26
Unload materials
6 people
27
Build party tents
6 people
28
Set up tables and chairs
4 people
29
Set up registration desks
4 people
30
Set up the start and finish arch
4 people
31
Install time tracking
2 people
32
Mark out the route
8 people
33
Set up traffic barriers
6 people
34
Set up the first aid station
2 people
35
Prepare coffee and tea
3 people
36
Chill drinks
3 people
37
Prepare snacks
4 people
38
Lay out bib numbers
3 people
39
Test the PA system
2 people
40
Check the lighting
2 people

Event

41
Register volunteers
2 people
42
Register participants
5 people
43
Hand out race numbers
4 people
44
Escort the changing room
2 people
45
Guide the starting area
4 people
46
Clear runners away
3 people
47
Staff route checkpoint
10 people
48
Staff the water station
4 people
49
Record the finish
4 people
50
Present medal
4 people
51
Serve snacks
4 people
52
Refill drinks
3 people
53
Serve coffee and tea
3 people
54
Guard the finish area
3 people
55
Check results
2 people
56
Present prizes
3 people
57
Guide the photo moment
2 people
58
Manage New Year's Eve
4 people
59
See participants off
3 people

Aftercare

60
Collect route signs
6 people
61
Remove traffic barriers
6 people
62
Dismantle furniture
6 people
63
Take down party tents
6 people
64
Collect waste
4 people
65
Wash dishes
3 people
66
Clean the venue
5 people
67
Load equipment
6 people
68
Collect lost and found items
2 people
69
Publish results
70
Thank participants
2 people
71
Return materials
3 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
Registration tablesqty 3
Waste binsqty 8
Clothes racksqty 4

Sports equipment

Start and finish arch
Bib numbersqty 350
Safety pinsqty 800
Running medalsqty 350
Marker conesqty 40
Route signsqty 35
Directional signsqty 25
Barrier tapeqty 10
Sports bottlesqty 12
Stopwatchesqty 6
Reflective vestsqty 25
Flashlightsqty 12
Clipboardsqty 8
Pensqty 40
Prizesqty 12

Equipment

Time registration system
Laptopsqty 2
Tabletsqty 3
Mobile phonesqty 8
Power banksqty 8
PA system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
First aid kitsqty 2
Fire extinguishersqty 2
Walkie-talkiesqty 12
Flashlightsqty 8
Charging stationsqty 2
Tool casesqty 2
Hand trucksqty 2

Lighting

Work lightsqty 6
String lightsqty 8
Battery lanternsqty 12

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6

Tableware

Reusable cupsqty 400
Reusable platesqty 250
Cutlery setsqty 250
Coffee cupsqty 150

Catering

Groceries

Decorations

New Year's Eve decorations
Balloonsqty 200
Buntingqty 12
Marker tapeqty 6
Route bannersqty 10
Prize tableclothqty 2

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Work glovesqty 12
Litter pickersqty 4

Tips

Confirm the route, start and finish location before opening registration. Permit applications, insurance checks and traffic measures can take several weeks, so do not wait until the final month.
Set a registration deadline at least 7 days before the run. Use the final numbers to prepare bibs, starter groups, medals, volunteer assignments and any dietary or medical information.
Walk or cycle the route in advance and repeat the check during the final week. In the dark, route signs, reflective vests, flashlights, barrier tape and marker cones must be visible at every junction.
Give volunteers a written briefing at least 3 days before the event. Include arrival times, exact positions, emergency contacts, route directions and who is responsible for registration, first aid and timing.
Open the venue at least 2 hours before the start. Set up registration tables, the PA system, timing equipment, power banks and extension cords, then test stopwatches and the time registration system before participants check in.

Frequently asked questions

How far in advance should I organise a New Year's Eve run?: Start planning at least 8 to 12 weeks ahead. Use the first few weeks for the route, location, insurance, permits and traffic measures; leave the final 7 days for participant details, equipment checks and weather planning.
When should registration close for a New Year's Eve run?: Close registration about 7 days before the event. That gives you enough time to process entries, collect medical or dietary information, assign starter groups and print race numbers.
How many volunteers do I need for a New Year's Eve run?: Plan one volunteer for registration, one at each important route junction, and separate people for first aid, timing and the finish area. For a small run, confirm the exact number after the route check; add a reserve volunteer at least 3 days before the event.
How early should runners arrive on race day?: Ask participants to arrive 45 to 60 minutes before the start. This allows time for check-in, bib collection, starter-group allocation and a short safety announcement without delaying the run.

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.