How to organize a company run from start to finish

A company run needs more than a route and a group of runners. Start by fixing the course, traffic plan and start and finish location, then work backwards from race day to handle registration, staffing and equipment. The details that cause delays are usually practical: unclear volunteer roles, missing bib numbers, late traffic measures or drinks that are not chilled. Use this order to keep the event safe, easy to follow and ready on time.

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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
Set the route and traffic plan
2 people
2
Reserve start and finish location
3
Arrange the required traffic measures
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign volunteers to stations
2 people
9
Send out the staff briefing
10
Check the on-site route
2 people
11
Create bib numbers and participant list
2 people
12
Sort staff vests and bib numbers
2 people
13
Lay out medals and shirts
2 people
14
Do the shopping
3 people
15
Pick up rented materials
2 people
16
Prepare snacks
4 people
17
Chill drinks
2 people
18
Set up route signs and barriers
3 people
19
Build party tents
4 people
20
Set up tables and chairs
4 people
21
Set up the registration table
2 people
22
Set up drink and food stations
3 people
23
Set out first aid and safety equipment
2 people
24
Set out course with volunteers
6 people

Event

25
Brief volunteers and stations
2 people
26
Register participants
4 people
27
Hand out bib numbers and shirts
3 people
28
Guide participants to the start
3 people
29
Handle the starting gun and timekeeping
3 people
30
Staff the course checkpoints
8 people
31
Staff the water station
3 people
32
Welcome finishing participants
4 people
33
Hand out medals
2 people
34
Check results
2 people
35
Support awards ceremony
3 people
36
Serve snacks and buffet
4 people
37
Refill drinks
2 people
38
Provide coffee and tea
2 people
39
Collect waste along the way
2 people

Aftercare

40
Remove course materials
5 people
41
Dismantle tents, tables and chairs
4 people
42
Wash dishes and kitchen equipment
3 people
43
Clean the venue
4 people
44
Dispose of waste
2 people
45
Return materials
2 people
46
Send results and thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4

Sports equipment

Start and finish arch
Directional signsqty 25
Traffic conesqty 40
Crowd control barriersqty 12
Bib numbersqty 130
Safety vestsqty 20
Stopwatchesqty 4
Medalsqty 120
Sports shirtsqty 120

Equipment

Megaphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 4

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 12
Coffee machinesqty 2

Lighting

String lightsqty 4

Catering

Water jugsqty 8
Waste binsqty 8
Picnic blanketsqty 12
Groceries

Cleaning

Mop setqty 2
Broom setsqty 3
Bucketsqty 4

Tips

Set the route and traffic plan before opening registration. Check the course on site and mark turns, crossings and station locations so your signs, cones and barriers match the final route.
Reserve the start and finish location early, then confirm where the registration table, tents, tables, chairs, drink stations and finish arch will go. Leave clear space for runners to arrive, finish and collect medals.
Open registration only after you know what information you need. Collect participant details and dietary requirements, then create the participant list and bib numbers early enough to sort them with the staff vests.
Assign volunteers to specific stations rather than asking for general help. Send the staff briefing before race day and give every station clear instructions for timing, directions, refreshments and safety.
Prepare the finish area as carefully as the start. Chill drinks, prepare snacks, lay out medals and shirts, check first aid equipment and test stopwatches, the megaphone and any extension cords before participants arrive.

Frequently asked questions

How long does it take to organize a company run?: Allow at least 6 to 8 weeks for a small company run. That gives you time to reserve the location, arrange traffic measures, open registration, assign volunteers and check the route before race day.
When should registration close for a company run?: Close registration 7 to 10 days before the run. Use the final list to produce bib numbers, confirm dietary requirements, plan refreshments and prepare the volunteer stations.
How many volunteers do you need for a company run?: Plan at least one volunteer for registration, each key junction or crossing, every drink station and the finish area. Add a coordinator and a first-aid contact, then confirm the assignments at least 3 days before the event.
What should be ready on the morning of a company run?: Set up the route signs, cones and barriers before participants arrive, and finish the registration, drink and food stations at least 60 minutes before the start. Brief volunteers immediately before opening the course.

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