How to organise an airport race

An airport race needs more than a route and a start line. You are coordinating restricted access, traffic movement, emergency arrangements, runners, volunteers and timing in one controlled location. Start by fixing the date and route, then secure permissions and build the safety plan before opening registration. Recheck the course close to race day, brief every team and prepare a backup for power, communications and weather. The full plan keeps these decisions in the right order.

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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
Confirm airport arrangements
2 people
4
Check insurance
5
Prepare safety plan
2 people
6
Develop the traffic plan
2 people
7
Determine the start and finish location
2 people
8
Re-measure the course
3 people
9
Determine water stations
2 people
10
Check emergency exits
2 people
11
Record first aid presence
12
Reserve timekeeping
13
Design race numbers
2 people
14
Send invitations
2 people
15
Open registration form
16
Process registrations
2 people
17
Collect dietary requirements
18
Assign volunteers
2 people
19
Prepare briefing
20
Send route information
21
Order staff vests
22
Create a medical contact list
23
Check the weather forecast
24
Do the shopping
3 people
25
Sort bib numbers
3 people
26
Chill water and drinks
2 people
27
Lay out route signs
2 people
28
Load materials
4 people

Event

29
Open venue
3 people
30
Mark off the start and finish area
5 people
31
Build party tents
4 people
32
Set up tables and chairs
4 people
33
Set up registration desk
3 people
34
Install time tracking
2 people
35
Test sound system
2 people
36
Set out the course
8 people
37
Staff traffic posts
8 people
38
Set up water stations
4 people
39
Prepare first aid supplies
2 people
40
Register participants
5 people
41
Hand out race numbers
4 people
42
Collect luggage
3 people
43
Brief participants
2 people
44
Fill the start area
4 people
45
Give the starting signal
2 people
46
Keep traffic posts staffed
8 people
47
Distribute water during breaks
6 people
48
Record the finish
3 people
49
Hand out finish water
4 people
50
Award medals
3 people
51
Serve fruit and snacks
4 people
52
Refill drinks
3 people
53
Provide music and announcements
2 people
54
Check results
2 people
55
Present prizes
3 people
56
Guide the last participants
2 people
57
Return luggage
3 people
58
Close registration desk
2 people
59
Clear the course
6 people

Aftercare

60
Collect waste
5 people
61
Take down tents and furniture
5 people
62
Remove route signs
6 people
63
Clear away traffic materials
4 people
64
Wash dishes
3 people
65
Clean the venue
5 people
66
Reload materials
4 people
67
Return borrowed materials
2 people
68
Publish results
69
Inform participants
70
Process lost and found items

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 6
Foldable tablesqty 10
Folding chairsqty 40
Clothes racksqty 2

Sports equipment

Bib numbersqty 550
Race bib strapsqty 550
Finish medalsqty 550
Conesqty 80
Barrier tapeqty 20
Route arrowsqty 40
Kilometer markersqty 10
Start line mat
Finish arch
Disposable cupsqty 1500
Luggage tagsqty 550
Wristbandsqty 600

Equipment

Time registration system
Laptopqty 2
Tabletsqty 3
Walkie-talkiesqty 12
Mobile phonesqty 6
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Handheld microphoneqty 2
Speakersqty 2
Megaphonesqty 3
Coolersqty 8
Charging stationsqty 3

Tableware

Reusable cupsqty 300
Platesqty 300
Forksqty 300
Knivesqty 300
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Thermos flasksqty 6
Water jugsqty 12
Bottle openersqty 4
Serving plattersqty 20
Ice packsqty 30

Decorations

Flagsqty 20
Start-finish bannersqty 2
Balloon garlandsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 20
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 3
Cleaning bucketsqty 4
Glovesqty 30

Catering

Groceries

Tips

Lock down the airport arrangements, permits, insurance and traffic plan before sending invitations. Access rules and vehicle movements can change the route, start area or finish location, so leave time for approval and revision.
Re-measure the course after the route is agreed and mark every key point. Place route arrows, cones and kilometre markers where runners can see them, then check that emergency exits and access lanes remain clear.
Set up registration and baggage handling as separate flows. Use numbered bibs, luggage tags and wristbands consistently, and prepare the tables, printer, laptop and backup power before participants arrive.
Give volunteers a written briefing with locations, duties, radio or phone contacts and escalation steps. Assign specific people to water stations, the start, finish, registration, course points and first aid instead of relying on general help.
Test timing, sound and communications at the venue before race morning. Run the time registration system, microphone, speakers, walkie-talkies and power banks together, and check the weather forecast before deciding what needs extra cover.

Frequently asked questions

How early should you apply for an airport race permit?: Start the permit process as soon as the date and route are drafted, ideally several months before race day. Do not open registration until the airport arrangements, traffic plan and safety requirements are confirmed.
How many volunteers do you need for an airport race?: Assign at least one named volunteer to every operational point, including registration, baggage, water stations, start, finish, course crossings and first aid support. Add a reserve team of roughly 10% so one absence does not leave a post uncovered.
When should you re-measure an airport race course?: Measure the course once when it is designed and again after the airport has approved the final route. Complete the final check close to race day, after barriers, access lanes and any temporary changes have been confirmed.
What should you prepare the day before an airport race?: Prepare bibs, medals, signage, tables, tents, timing equipment, radios and contact lists at least one day before the race. Charge devices, test the printer and communications, and sort registration materials so setup is not dependent on last-minute shopping.

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.