How to organise a quarter marathon from start to finish

Organising a quarter marathon starts with the date, route and permissions—not with race numbers or medals. Build the plan around a safe course, a clear traffic setup and enough people to run registration, timing, first aid and water points. Work backwards from race day so printing, equipment collection and participant updates happen on time. The final route check and weather check are the details most likely to be rushed.

Organize this event for free with Lizzt

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
Arrange permits and notifications
2 people
3
Reserve start and finish location
4
Draw up traffic plan
2 people
5
Arrange traffic controllers
2 people
6
Create website and registration form
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Design race numbers
11
Have start numbers printed
12
Place medal order
13
Reserve timekeeping
14
Order first aid supplies
15
Check insurance
16
Carry out a route check
2 people
17
Mark the route and intersections
3 people
18
Assign volunteers
2 people
19
Create volunteer instructions
20
Send participant information
2 people
21
Check the weather forecast
22
Print start list
23
Collect materials
3 people
24
Do the shopping
3 people
25
Assemble starter packs
4 people
26
Fill coolers
2 people
27
Set out route signs
2 people
28
Hold a volunteer briefing
3 people

Event

29
Mark off the starting area
4 people
30
Build the finish arch
4 people
31
Set up registration tables
3 people
32
Set up the tents
4 people
33
Connect the sound system
2 people
34
Put up route signs
6 people
35
Set up traffic posts
8 people
36
Set up water stations
4 people
37
Set up the first aid station
2 people
38
Prepare registration materials
3 people
39
Lay out starter kits
3 people
40
Register participants
5 people
41
Handle bib number distribution
4 people
42
Designate a changing area
2 people
43
Give the start briefing
2 people
44
Get participants started
6 people
45
Staff route checkpoints
10 people
46
Hand out water
6 people
47
Refill drinks
3 people
48
Record split times
3 people
49
Receive finishers
5 people
50
Handle medal distribution
3 people
51
Serve fruit and snacks
4 people
52
Provide music and announcements
2 people
53
Process results
2 people
54
Handle prize ceremony
3 people
55
Inform participants about the results
2 people

Aftercare

56
Dismantle traffic posts
8 people
57
Remove route signs
6 people
58
Clear the start and finish area
6 people
59
Collect waste
5 people
60
Clean tableware and supplies
4 people
61
Take down tents and furniture
5 people
62
Leave venue clean
4 people
63
Inventory materials
2 people
64
Return rental items
2 people
65
Publish results
66
Send participant email

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Tableclothsqty 10
Clothes racksqty 2

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
Time registration system

Sports equipment

Bib numbersqty 150
Medalsqty 150
Race bib strapsqty 150
Route arrowsqty 40
Crowd control barriersqty 20
Traffic conesqty 40
Warning signsqty 12
Start and finish arch
Conesqty 30
Stopwatchesqty 6
Reflective vestsqty 25
First aid kitsqty 2
Thermal blanketsqty 20
Coolersqty 6
Jerry cansqty 8
Foldable water tapsqty 6
Clipboardsqty 12
Pensqty 40
Route mapsqty 30

Tableware

Reusable cupsqty 300
Coffee cupsqty 30
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6

Catering

Thermos flasksqty 6
Drink dispensersqty 6
Serving plattersqty 10
Ice cube traysqty 4
Groceries

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 12
Broomqty 3
Litter pickersqty 4
Cleaning bucketsqty 3
Mopqty 3
Toilet brushesqty 2

Decorations

Buntingqty 8
Balloon archesqty 2
Welcome bannersqty 2

Tips

Set the date and route first, then arrange permits, notifications and the start and finish location. Allow at least 8 to 12 weeks for approvals and venue arrangements before opening registration.
Complete a route check before publishing the course. Confirm every intersection, mark where arrows, cones and warning signs go, and include traffic controllers in the traffic plan rather than adding them at the last minute.
Close registration early enough to print an accurate start list and bib numbers. Send participant information at least 7 days before the race, including the start procedure, route details and practical arrival information.
Give volunteers written instructions with their location, arrival time, contact person and task. Schedule a briefing 60 to 90 minutes before the start so marshals, registration staff and first-aid helpers know who covers each handover.
Build the finish area around flow: registration and starter packs before the start, timing at the finish, and medals, water and first aid where participants can reach them without blocking the course. Check power, extension cords, sound equipment and timing equipment before race morning.

Frequently asked questions

How far in advance should I organise a quarter marathon?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the date, route, permits, location, traffic plan and insurance; leave the final 2 weeks for participant information, printing, equipment checks and volunteer instructions.
How many volunteers do I need for a quarter marathon?: The number depends on the course and number of intersections, but assign one trained person to every controlled crossing and add separate teams for registration, timing, water, first aid and the finish area. Finalise the roster at least 2 weeks before race day so uncovered positions can be replaced.
When should I send quarter marathon participant information?: Send the main information at least 7 days before the event, after the route and start arrangements are confirmed. Include arrival instructions, bib collection, start times, the course, contact details and anything participants need to know about the finish.
What should I check the day before a quarter marathon?: Check the weather forecast, start list, bib numbers, medals, route markings, traffic equipment, first aid supplies and timing system 24 hours beforehand. Pack materials by area and confirm every volunteer's arrival time and phone contact before the final briefing.

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.