Inclusive run checklist: from route planning to finish line

An inclusive run needs more than a marked route and a start time. You need to check access from arrival through the finish, arrange permits, brief volunteers and give participants clear information before race day. This checklist puts the work in a practical order, including details that are often left until the last week: accessible route surfaces, start groups, traffic posts, rest points, bib sorting and backup power for communication equipment.

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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

Record date and route
2 people
Reserve the venue and starting area
Arrange permits and notifications
Carry out accessibility check
2 people
Check the route for accessibility
2 people
Determine start groups and distances
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Publish route map digitally
Create bib numbers and participant list
2 people
Create volunteer schedule
2 people
Assign traffic posts
2 people
Set up first aid and rest points
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Sort bib numbers
2 people
Prepare route signs
2 people
Check first aid supplies
2 people
Mark off the starting area
4 people
Set up tables and chairs
4 people
Build party tents
6 people
Set up the registration table
2 people
Create an accessible route to the venue
3 people
Signpost restroom facilities
2 people
Place route arrows
6 people
Place kilometer markers
3 people
Set up traffic posts
6 people
Set up rest areas
4 people
Set up the first aid station
2 people
Set up drink stations
4 people
Chill drinks
3 people
Prepare coffee and tea
2 people
Set out snacks and fruit
3 people
Test audio and microphone
2 people
Brief volunteers
3 people
Check the route one last time
4 people

Event

Open the registration desk
4 people
Hand out race numbers
4 people
Guide participants to the start
4 people
Announce the starting groups
2 people
Supervise starts
3 people
Staff traffic posts
8 people
Staff route checkpoints
8 people
Staff drink stations
6 people
Refill drinks
3 people
Guide rest stops
4 people
Staff the first aid station
2 people
Register finishers
3 people
Handle medal distribution
3 people
Serve water and fruit
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Serve diet-friendly snacks
2 people
Empty trash bins
2 people
Check toilets
2 people
Provide music and announcements
2 people
Thank participants
2 people
Close the Finish Area
4 people

Aftercare

Remove route arrows
6 people
Clear away traffic materials
4 people
Clear tables and chairs
4 people
Take down party tents
6 people
Wash dishes and supplies
3 people
Chill leftover food
2 people
Collect and remove waste
4 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed items
2 people
Archive incident documents
Handle lost and found
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

Record the date and route before booking the starting area, then test the full route for slopes, narrow sections, uneven surfaces and places where wheelchair carpets or non-slip mats may be needed.
Set registration and information deadlines early. Collect dietary requirements with registrations, then send the route map, start groups, distances, access details and practical participant information at least 7 days before the run.
Do not leave volunteer planning until race week. Create the schedule, assign traffic posts and confirm who covers first aid, rest points, registration, the start area and the finish.
Prepare the event equipment in labelled groups: bib numbers and safety pins, route arrows and kilometre markers, reflective vests and traffic flags, plus walkie-talkies, power banks and extension cords for communication and power backup.
Check the forecast and the shopping list 48 hours before the event. On setup day, mark the starting area, place tables and chairs, check first-aid supplies, test the battery speaker and microphone, and walk the route once more.

Frequently asked questions

How far in advance should I plan an inclusive run?: Start planning at least 8 to 12 weeks before the event. This gives you time to reserve the starting area, arrange permits and notifications, check route accessibility, recruit volunteers and process registrations.
When should participants receive the information for an inclusive run?: Send the main participant information at least 7 days before the run. Include the digital route map, distances, start groups, arrival instructions, accessibility details and what participants should bring.
How many volunteers do I need for an inclusive run?: The number depends on the route and attendance, but plan separate coverage for registration, the start and finish, traffic posts, first aid and rest points. Confirm the schedule at least 2 weeks in advance so every post has a named person and a backup.
When should I check the route for accessibility?: Carry out the first accessibility check during route planning and repeat it 1 to 2 weeks before the event. Check again on setup day for temporary obstacles, surface changes, signage, crossings and the placement of wheelchair carpets or non-slip mats.

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.