How to organise a running challenge

Start by fixing the date, route and start-finish location before opening registration. Then confirm permits, traffic measures, insurance and first-aid cover, because these are the details most likely to delay the event. Once the route is safe and support is arranged, publish the registration form and assign volunteers to specific jobs. In the final week, send participant information, prepare bib packets and check every route and water-station item.

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
Check permits
3
Reserve start and finish location
4
Check the route for safety
3 people
5
Apply for traffic measures
6
Check insurance
7
Publish registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Check participant details
2 people
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Brief traffic controllers
2 people
14
Record first aid support
15
Check the weather forecast
16
Send participant information
2 people
17
Assign start numbers
2 people
18
Assemble race number packets
3 people
19
Sort route signs
2 people
20
Do the shopping
3 people
21
Collect materials
2 people
22
Prepare route signs
3 people
23
Set up water stations
3 people
24
Lay out bib numbers
2 people
25
Check first aid supplies
2 people
26
Charge communication equipment

Event

27
Mark out the route
6 people
28
Set up the start and finish area
6 people
29
Set up registration desk
2 people
30
Set up the catering buffet
3 people
31
Fill water stations
4 people
32
Register volunteers
2 people
33
Assign volunteer shifts
2 people
34
Register participants
4 people
35
Hand out race numbers
3 people
36
Collect clothing and bags
2 people
37
Guide participants to the start
3 people
38
Give the start briefing
2 people
39
Give the starting signal
40
Staff route checkpoints
8 people
41
Guide participants
4 people
42
Hand out water
4 people
43
Refill drinks
2 people
44
Register finishers
3 people
45
Handle medal distribution
2 people
46
Serve fruit and snacks
3 people
47
Serve coffee and tea
2 people
48
Keep the finish area clean
2 people
49
Hand out bags
2 people
50
Collect results
2 people
51
Present prizes
2 people
52
Receive the last participants
3 people
53
Dismiss route marshals
2 people
54
Thank participants

Aftercare

55
Take down the start and finish area
6 people
56
Collect route signs
4 people
57
Collect left-behind items
2 people
58
Collect waste
4 people
59
Clean dishes and equipment
3 people
60
Clean the venue
4 people
61
Inventory materials
2 people
62
Return borrowed materials
2 people
63
Publish results
64
Send thank-you message
65
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 20
Clothes racksqty 2

Sports equipment

Bib numbersqty 120
Safety pinsqty 300
Finisher medalsqty 120
Prizesqty 6
Route arrowsqty 40
Barrier tapeqty 6
Traffic conesqty 30
Start and finish arch
Disposable cupsqty 500
Water tapsqty 4
Coolersqty 4
Emergency blanketsqty 20
Table numbersqty 8

Equipment

Megaphoneqty 2
Wall clockqty 2
Stopwatchesqty 4
Walkie-talkiesqty 8
Charging stationsqty 2
Extension cordsqty 4
Power stripsqty 4
First aid kitsqty 2
Fever packs and cold packsqty 20

Tableware

Coffee potsqty 4
Thermos flasksqty 4
Reusable cupsqty 100
Platesqty 100
Cutlery setsqty 100

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Pouring jugsqty 4
Ice packsqty 16

Cleaning

Waste binsqty 8
Hand broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4

Lighting

Work lightsqty 4
LED lampsqty 6

Catering

Groceries

Tips

Lock the route and venue first. Check the full course for hazards, crossings and narrow sections, then allow enough time for permits and traffic measures before sending invitations.
Set a registration deadline at least 7 days before the challenge. Use the final participant list to check names, emergency details and dietary requirements before assigning bib numbers.
Give every volunteer a fixed position and a written briefing. Traffic marshals, water-station teams and first-aid support should know where to report and who to contact by radio.
Prepare the start and finish area the day before if possible. Sort bib numbers, safety pins, medals, route arrows, cones and barrier tape into labelled groups instead of searching for them on race morning.
Plan water for the course, not just the finish. Set up water taps or coolers with disposable cups at each station, and check power, charging points and extension cords before using a megaphone or timing equipment.

Frequently asked questions

How far in advance should I organise a running challenge?: Start planning at least 8 to 12 weeks ahead. That gives you time to confirm the route and venue, check permits and insurance, recruit volunteers, and open registration without rushing the safety arrangements.
When should I send information to running challenge participants?: Send the practical participant information 5 to 7 days before the event. Include the start time, meeting point, route details, bib collection, parking or arrival instructions, water stations and what to do if the weather changes.
How many volunteers do I need for a running challenge?: As a starting point, plan at least 1 volunteer at registration, 1 at the finish, 2 at each water station and 1 at every road crossing that needs control. Add a coordinator and first-aid support, then increase the number for a busy route or large field.
What should I prepare the day before a running challenge?: Prepare bib packets, route signs, medals, cones, barrier tape and water-station supplies the day before. Also charge radios and stopwatches, check the weather, and pack the equipment in the order it will be needed on site.

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.