How to organise a tunnel run from start to finish

A tunnel run needs more than a marked route and a group of runners. Start by confirming access to the tunnel, checking permits and insurance, then build the safety plan before opening registration. The route, traffic measures, volunteers and timing system must work together, especially where visibility and communication are limited. Use the final week to send clear participant information, assemble starter packs and test every battery, light and timing device.

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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
Confirm tunnel reservation
2
Apply for a permit
3
Check insurance
4
Finalize the route
3 people
5
Prepare safety plan
2 people
6
Set up the start and finish area
2 people
7
Send invitations
2 people
8
Open registration form
9
Recruit volunteers
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Coordinate traffic measures
2 people
14
Reserve deliveries
15
Design race numbers
16
Design route signs
17
Test time tracking
2 people
18
Check the weather forecast
19
Send participant information
20
Pick up groceries
2 people
21
Assemble starter packs
4 people
22
Sort materials
3 people
23
Charge batteries
24
Print the starting lists
2 people
25
Print emergency contacts

Event

26
Open venue
2 people
27
Build the start and finish area
6 people
28
Set up barriers along the route
5 people
29
Put up route signs
3 people
30
Check the lighting
2 people
31
Install time tracking
2 people
32
Set up water stations
3 people
33
Set up catering
3 people
34
Lay out starter kits
3 people
35
Brief volunteers
2 people
36
Register participants
4 people
37
Hand out race numbers
3 people
38
Manage the cloakroom
2 people
39
Give the start briefing
2 people
40
Get participants started
4 people
41
Staff route checkpoint
6 people
42
Carry out finish registration
3 people
43
Present medal
3 people
44
Serve drinks
3 people
45
Refill drinks
2 people
46
Serve snacks
3 people
47
Empty trash bins
2 people
48
Inform participants of changes
2 people
49
Catch the last finishers
3 people

Aftercare

50
Take down finish area
5 people
51
Remove route barriers
5 people
52
Collect materials
4 people
53
Sort waste
3 people
54
Wash dishes
2 people
55
Clean the venue
4 people
56
Secure time tracking
2 people
57
Collect lost and found items
2 people
58
Return rental items
2 people
59
Publish results
60
Send participant email
61
Clean up leftovers
2 people

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Foldable tablesqty 8
Folding chairsqty 30
Coat racksqty 3

Sports equipment

Bib numbersqty 200
Safety pinsqty 400
Finisher medalsqty 200
Start and finish ribbonsqty 4
Water cupsqty 500
Water pitchersqty 12
Stopwatchesqty 6
Time registration system
Clipboardsqty 8
Pensqty 40
Marking tapeqty 6
Conesqty 40
Traffic conesqty 40

Equipment

Walkie-talkiesqty 8
Mobile phone chargersqty 4
Power banksqty 6
Megaphone
Laptopsqty 2
Label printer

Lighting

LED work lightsqty 8
String lightsqty 6
Extension cordsqty 8
Power stripsqty 6

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 20
Flashlightsqty 10
Batteriesqty 40

Decorations

Route signsqty 20
Directional signsqty 12
Bannersqty 6
Plate holdersqty 20

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Serving plattersqty 12
Serving tongsqty 8
Serving Cupsqty 8

Cleaning

Waste binsqty 10
Bucketsqty 4
Broomsqty 4
Floor squeegeesqty 2

Catering

Groceries

Tips

Confirm the tunnel reservation, permit and insurance before announcing the event. Allow at least four to six weeks for approvals, and do not open registration until the route and access times are fixed.
Walk and measure the complete route with the safety lead. Mark entrances, exits, turns and restricted areas, then prepare route signs, cones, traffic cones and emergency contacts for every staffed point.
Plan volunteer cover in shifts rather than relying on one person for the whole run. Assign separate people to registration, start and finish control, route points, traffic measures and first aid, with walkie-talkies or charged phones available.
Test the time registration system and stopwatches during a full rehearsal at least one week before race day. Print starting lists, prepare bib numbers and safety pins, and keep a manual backup in case the laptop, charger or timing device fails.
Prepare the start and finish area the day before where possible. Charge batteries, check LED work lights and power banks, sort starter packs, set out water cups and pitchers, and keep emergency blankets and first aid kits easy to reach.

Frequently asked questions

How far in advance should I organise a tunnel run?: Start planning at least eight to twelve weeks ahead. Confirm the tunnel booking, permit, insurance and route first; allow four to six weeks for approvals before promoting the run or accepting registrations.
What safety plan do I need for a tunnel run?: Write down the route, access and exit points, traffic measures, volunteer positions, communication method and emergency contacts. Complete a route walk-through at least seven days before the event and repeat the briefing on race day.
When should I close registration for a tunnel run?: Close registration three to seven days before the run, depending on how long you need to print starting lists, prepare bib numbers and assemble starter packs. Keep the final participant information ready at least 48 hours before the start.
How many volunteers are needed for a tunnel run?: Plan at least one volunteer for registration, one for the start, one for the finish and one at every safety or traffic control point. Add a coordinator and a backup, then schedule shifts of two to three hours rather than covering the entire event with the same team.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.