How to organise a New Year's run

Start with the date, route and permit requirements, then build the event around safety and reliable timing. A route check, traffic plan and emergency review should happen before you invite runners. In the final weeks, process registrations, collect dietary requirements, assign bib numbers and brief volunteers. On the day, set up the start and finish areas, check signs and checkpoints, and prepare drinks, snacks, coffee and tea before participants 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 a permit
3
Draw up traffic plan
2 people
4
Carry out a route check
2 people
5
Reserve start and finish location
6
Reserve timekeeping
7
Reserve first aid supplies
8
Recruit volunteers
2 people
9
Assign volunteers
2 people
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign start numbers
2 people
14
Send participant information
15
Determine route checkpoints
2 people
16
Brief route post volunteers
2 people
17
Check the weather forecast
18
Review emergency plan
3 people
19
Do the shopping
3 people
20
Sort bib numbers and shirts
3 people
21
Check route signs
2 people
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Prepare coffee and tea
2 people
25
Set up tables and chairs
4 people
26
Build party tents
4 people
27
Block off the start area
3 people
28
Set up finish arch
3 people
29
Mark route
6 people
30
Place kilometer markers
3 people
31
Set up water station
3 people
32
Set up first aid table
2 people
33
Set up registration tables
3 people
34
Test time tracking
2 people
35
Test music and microphone
2 people
36
Lay out bib numbers
3 people

Event

37
Register volunteers
2 people
38
Give volunteer briefing
2 people
39
Register participants
5 people
40
Hand out race numbers
4 people
41
Escort the changing room
2 people
42
Welcome the audience
2 people
43
Lead the warm-up
2 people
44
Give the starting signal
45
Staff the route post
8 people
46
Hand out water
4 people
47
Register finishers
3 people
48
Provide medical assistance
2 people
49
Hand out medals
3 people
50
Serve drinks
4 people
51
Serve snacks
4 people
52
Refill drinks
2 people
53
Refill coffee and tea
2 people
54
Empty trash bins
2 people
55
Check results
2 people
56
Present prizes
2 people
57
Provide music
58
Prepare the countdown moment
3 people
59
Guide the countdown moment
3 people
60
See off the last visitors
2 people

Aftercare

61
Remove route signs
4 people
62
Remove the barriers
3 people
63
Pack timing equipment
2 people
64
Wash dishes
3 people
65
Clean the venue
5 people
66
Collect waste
3 people
67
Take down party tents
4 people
68
Put furniture back
4 people
69
Check borrowed materials
2 people
70
Return materials
2 people
71
Store leftover stock
2 people
72
Register lost and found items
73
Publish results
74
Share participant photos

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Coat racksqty 3
Clothes hangersqty 150

Sports equipment

Bib numbersqty 350
Safety pinsqty 800
Medalsqty 350
Route arrowsqty 40
Kilometer markersqty 10
Starting ribbonsqty 8
Traffic conesqty 40
Crowd barriersqty 20
Barrier tapeqty 8
Reflective vestsqty 20
Stopwatchesqty 6
Clipboardsqty 10
Pensqty 40

Equipment

Time registration system
Laptopsqty 2
Walkie-talkiesqty 12
Mobile phonesqty 6
Speakersqty 2
Microphone
Mixer
Extension cordsqty 8
Power stripsqty 6
Charging stationsqty 3

Lighting

LED string lightsqty 8
LED work lightsqty 6
Headlampsqty 12

Tableware

Reusable cupsqty 500
Coffee cupsqty 120
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 12
Food containersqty 20
Thermal carafesqty 4

Decorations

Balloonsqty 250
Buntingqty 12
Start and finish bannerqty 2
Tableclothsqty 10
Prize trophiesqty 12

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Hand broomsqty 4
Toilet brushesqty 4
Hand sanitizer pumpsqty 8
Paper dispensersqty 4
First aid kitsqty 2
Emergency blanketsqty 20
Ice packsqty 20

Catering

Groceries

Tips

Confirm the route and permit requirements first. Complete a route check early enough to change the course, and mark every checkpoint, kilometre marker and crossing that needs a volunteer.
Plan volunteer coverage by location, not just by total headcount. Brief route-post volunteers on their exact position, communication method and what to do if a runner is delayed or needs help.
Send participant information no later than 3–5 days before the run. Include arrival time, start procedure, route details, bib-number instructions, clothing guidance and what happens at the finish.
Test timing and communication before race morning. Check the time registration system, stopwatches, laptops, walkie-talkies, mobile phones and charging stations, then keep a manual backup on clipboards.
Set up the finish area before runners arrive. Allow time for tables, chairs, coat storage, medals, refreshments, lighting and power connections, and check the weather forecast before deciding where tents and equipment go.

Frequently asked questions

How far in advance should I organise a New Year's run?: Start planning at least 8–12 weeks ahead. Apply for permits, reserve the start and finish location, arrange timekeeping and recruit volunteers before sending invitations.
Do I need a permit for a New Year's run?: Check with the relevant local authority before advertising the event, especially if the route uses public roads or requires traffic control. Submit the application as early as the authority requires, preferably at least 6–8 weeks before the run.
How many volunteers do I need for a New Year's run?: The number depends on the route, crossings and participant count, but assign a named volunteer to every checkpoint and traffic-sensitive position. Finish the roster and send the briefing at least 3 days before the event.
When should I send information to registered runners?: Send the main participant information 3–5 days before the run, after registrations and dietary requirements are processed. If the weather or route changes, send an update immediately and repeat the key instructions on arrival.

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.