How to organise an inclusive run

Start by fixing the date, route and starting area, then build the plan around access rather than adding it at the end. Check the full route for surfaces, slopes, crossings, rest points and wheelchair access before opening registration. Next, set distances and start groups, arrange permits, recruit volunteers and send participants clear practical information. In the final week, confirm the forecast, supplies, first aid, signage and traffic posts so the event is ready for different speeds, mobility needs and comfort levels.

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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
Reserve the venue and starting area
3
Arrange permits and notifications
4
Carry out accessibility check
2 people
5
Check the route for accessibility
2 people
6
Determine start groups and distances
2 people
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Send participant information
2 people
12
Publish route map digitally
13
Create bib numbers and participant list
2 people
14
Create volunteer schedule
2 people
15
Assign traffic posts
2 people
16
Set up first aid and rest points
2 people
17
Check the weather forecast
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Collect materials
3 people
21
Sort bib numbers
2 people
22
Prepare route signs
2 people
23
Check first aid supplies
2 people
24
Mark off the starting area
4 people
25
Set up tables and chairs
4 people
26
Build party tents
6 people
27
Set up the registration table
2 people
28
Create an accessible route to the venue
3 people
29
Signpost restroom facilities
2 people
30
Place route arrows
6 people
31
Place kilometer markers
3 people
32
Set up traffic posts
6 people
33
Set up rest areas
4 people
34
Set up the first aid station
2 people
35
Set up drink stations
4 people
36
Chill drinks
3 people
37
Prepare coffee and tea
2 people
38
Set out snacks and fruit
3 people
39
Test audio and microphone
2 people
40
Brief volunteers
3 people
41
Check the route one last time
4 people

Event

42
Open the registration desk
4 people
43
Hand out race numbers
4 people
44
Guide participants to the start
4 people
45
Announce the starting groups
2 people
46
Supervise starts
3 people
47
Staff traffic posts
8 people
48
Staff route checkpoints
8 people
49
Staff drink stations
6 people
50
Refill drinks
3 people
51
Guide rest stops
4 people
52
Staff the first aid station
2 people
53
Register finishers
3 people
54
Handle medal distribution
3 people
55
Serve water and fruit
4 people
56
Serve coffee and tea
2 people
57
Serve snacks
3 people
58
Serve diet-friendly snacks
2 people
59
Empty trash bins
2 people
60
Check toilets
2 people
61
Provide music and announcements
2 people
62
Thank participants
2 people
63
Close the Finish Area
4 people

Aftercare

64
Remove route arrows
6 people
65
Clear away traffic materials
4 people
66
Clear tables and chairs
4 people
67
Take down party tents
6 people
68
Wash dishes and supplies
3 people
69
Chill leftover food
2 people
70
Collect and remove waste
4 people
71
Clean the grounds
4 people
72
Inventory materials
2 people
73
Return borrowed items
2 people
74
Archive incident documents
75
Handle lost and found
76
Send thank-you message
2 people

What to bring

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

Furniture

Party tentqty 3
Folding tablesqty 10
Chairsqty 40
Bar stoolsqty 8
Waste binsqty 10
Conesqty 40
Crowd barriersqty 20
Start arch
Stage sectionsqty 4

Sports equipment

Route arrowsqty 60
Kilometer markersqty 12
Bib numbersqty 200
Safety pinsqty 500
Finisher medalsqty 200
Wristbandsqty 220
Stopwatchesqty 6
Clipboardsqty 8
Reflective vestsqty 30
Traffic flagsqty 16
Disposable cupsqty 800
Thermal labelsqty 20
Wheelchair carpetsqty 4
Non-slip matsqty 8

Equipment

Battery speakerqty 2
Wireless microphoneqty 2
Microphone standqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Walkie-talkiesqty 12
Charging stationsqty 3
Mobile phoneqty 4
Laptopqty 2
Printer
Cable reelsqty 3

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Pouring jugsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Water jugsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Bowlsqty 20
Cutting boards for fruitqty 4
Ice packsqty 30
Blanketsqty 4

Decorations

Start and finish bannerqty 2
Route bannersqty 8
Buntingqty 12
Balloonsqty 100
Balloon weightsqty 8
Tableclothsqty 12
Pictogram cardsqty 20

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 8

Cleaning

Hand broomsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Microfiber clothsqty 20
Cleaning clothsqty 20
Hand soap dispensersqty 6
Disinfectant dispensersqty 8
First aid kitsqty 3
Nitrile glovesqty 200
Trash grabbersqty 4

Catering

Groceries

Tips

Walk or roll the complete route before publishing it. Check narrow sections, uneven surfaces, gradients, kerbs and toilets, then show rest points and any unavoidable barriers on the digital route map.
Set start groups and distances before registration closes. Give volunteers a written schedule with post locations, arrival times and instructions for supporting walkers, wheelchair users and runners without blocking the route.
Send participant information at least 7 days before the run. Include the start-area layout, accessible arrival details, route map, distance options, rest points, contact details and what participants should do if weather or access conditions change.
Plan the start and finish areas for movement, not just appearance. Leave clear wheelchair routes, use non-slip mats or wheelchair carpets where needed, and position tables, barriers, cones and signs so queues do not narrow the accessible path.
Prepare the event-day kit the day before. Sort bib numbers, safety pins and wristbands, charge the speaker, microphone, power banks and walkie-talkies, and pack reflective vests, traffic flags, first aid supplies and route arrows together by location.

Frequently asked questions

How far in advance should I organise an inclusive run?: Start planning at least 8 to 12 weeks before the event. That gives you time to secure the venue and starting area, arrange permits and notifications, check the route, recruit volunteers and collect access or dietary requirements before registrations close.
How do I check whether a running route is accessible?: Inspect the entire route in person at least twice: once during planning and once shortly before the run. Check slopes, kerbs, surface changes, narrow points, crossings, rest points and wheelchair access, then publish the distance and any limitations clearly.
When should participants receive the event information?: Send the main participant message 7 to 10 days before the run, then send a short final reminder 24 to 48 hours beforehand. Include the start time, group arrangement, route map, accessible facilities, weather plan and a contact method for last-minute questions.
How many volunteers do I need for an inclusive run?: Set the number from the route and traffic plan rather than using one fixed ratio. Cover every crossing, start group, rest or first-aid point and finish area, and add at least one coordinator for every 10 to 15 volunteers so changes can be communicated quickly.

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.