Kennedymars checklist: what to arrange and when

A Kennedymars needs more than a marked route and a start time. You must secure permits, inspect the full course, arrange traffic measures and decide where walkers can rest before registration opens. The final days are about people and logistics: assigning volunteers, checking participant details, preparing bib numbers and testing communication equipment. This checklist keeps the planning in a practical order, including the small items that are often forgotten until the night before.

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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 route and date
2 people
Apply for permits
2 people
Inspect route
3 people
Determine rest stops
3 people
Set traffic measures
2 people
Reserve starting location
Reserve rest areas
2 people
Reserve the finish location
Create route map
2 people
Publish participant terms
Open registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Send instructions
Check participant list
2 people
Make bib numbers
2 people
Make route signs
3 people
Create checkpoint lists
2 people
Check first aid supplies
Test walkie-talkies
2 people
Do the shopping
3 people
Assemble starter packs
4 people
Chill drinks
2 people
Distribute rest stop packs
3 people
Set out route signs
2 people
Mark off the starting area
3 people
Set up rest areas
8 people
Set up the finish area
5 people
Mark out the route
6 people
Set up the registration table
2 people
Lay out bib numbers
2 people

Event

Welcome volunteers
2 people
Brief volunteers
3 people
Register participants
5 people
Hand out starter packs
4 people
Give the final route information
2 people
Get participants started
4 people
Keep start registration
3 people
Staff checkpoint one
4 people
Staff checkpoint two
4 people
Staff checkpoint three
4 people
Refill drinks
3 people
Restock fruit and snacks
3 people
Check route stations
4 people
Support participants by phone
2 people
Register dropouts
2 people
Register finishers
3 people
Hand out medals
2 people
Serve finish drinks
3 people
Serve the final snacks
3 people
Check the lighting
2 people
Guide the last participants
3 people

Aftercare

Remove directional signs
6 people
Dismantle Rest Areas
8 people
Dismantle finish area
5 people
Collect waste
5 people
Wash dishes
3 people
Clean the venues
5 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Register lost and found items
Publish participant results
Send thank-you message

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 18
Folding chairsqty 40
Beer tablesqty 10
Waste binsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 600
Reusable mugsqty 300
Platesqty 500
Cutlery setsqty 500
Pouring jugsqty 30
Thermos flasksqty 20

Equipment

Coolersqty 12
Kettlesqty 6
Coffee machinesqty 4
Mobile phonesqty 6
Walkie-talkiesqty 12
Power banksqty 8
Punch clocksqty 3

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lanternsqty 12

Route supplies

Directional signsqty 120
Directional signsqty 80
Crowd control barriersqty 20
Traffic conesqty 40
Markersqty 12
Barrier tapeqty 10
Route mapsqty 600
Bib numbersqty 600
Wristbandsqty 600
Stamp cardsqty 600
Pensqty 40
Clipboardsqty 12
Timing clocksqty 3

Safety

First aid kitsqty 6
Emergency blanketsqty 30
Disposable glovesqty 200
Safety vestsqty 40
Flashlightsqty 20
Batteriesqty 80

Sports equipment

Ice packsqty 40
Foldable water containersqty 12
Walking sticksqty 20
Medal ribbonsqty 600
Finisher medalsqty 600

Decorations

Starting bannersqty 2
Finish bannersqty 2
Scout linesqty 6
Chalkboardsqty 8

Kitchen

Cutting boardsqty 12
Paring knivesqty 12
Serving tongsqty 20
Measuring cupsqty 6
Bottle openersqty 8
Coolersqty 8

Cleaning

Bucketsqty 8
Spongesqty 20
Dish brushesqty 8
Hand broomsqty 8
Litter pickersqty 8
Mopsqty 8
Hand soap dispensersqty 10

Catering

Groceries

Tips

Inspect the entire route before publishing it, including every crossing, rest area and the final approach to the finish. Mark any sections where traffic cones, barriers or extra volunteers will be needed.
Set the rest stops before opening registration and give each one a clear role: drinks, food, first aid, toilets or timing. Check that every stop has lighting and enough tables for the expected flow of walkers.
Recruit volunteers early enough to assign shifts rather than asking people to cover the whole event. Send written instructions with arrival times, contact numbers and the exact location of each checkpoint.
Prepare route signs, bib numbers, checkpoint lists and route maps before event week. Pack them by location so volunteers can collect one complete set instead of searching through mixed boxes at the start.
Test walkie-talkies, mobile phones, power banks and punch clocks at least one day before the walk. Also check coffee machines, kettles, thermos flasks, reusable cups and coolers while there is still time to replace missing equipment.

Frequently asked questions

How long does it take to organise a Kennedymars?: Allow at least 8 to 12 weeks for a small Kennedymars, and start earlier if permits or traffic measures are required. Route approval, venue reservations and volunteer planning usually take longer than buying supplies.
When should registration open for a Kennedymars?: Open registration once the date, route, terms and main rest stops are confirmed, preferably 6 to 8 weeks before the event. Close it early enough to print bib numbers and prepare checkpoint lists from the final participant data.
How many rest stops does a Kennedymars need?: Plan a rest stop roughly every 8 to 10 kilometres, then adjust this for hills, weather, road access and the route length. Each location needs a named volunteer team, supplies, lighting and a way to contact the organiser.
What should I check the day before a Kennedymars?: Check the participant list, bib numbers, route signs, maps, first-aid supplies, radios, lighting and power banks the day before. Pack every checkpoint separately and confirm volunteer arrival times and traffic arrangements before the evening ends.

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