King's Run planning checklist

Organising the King's Run means more than marking out a course and handing out race numbers. You need to secure the start and finish locations, submit permits, plan traffic control and arrange first aid before registrations open. Later, timing, medals, catering, signage, volunteers and sound equipment must all come together on race day. This checklist puts those jobs in a workable order so late decisions do not disrupt the run.

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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 start and finish location
Submit permits and notifications
Check the route for safety
3 people
Develop the traffic plan
2 people
Schedule traffic controllers
Arrange first aid staffing
Reserve timekeeping
Design race numbers
2 people
Approve the medal design
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
2 people
Check start lists
2 people
Have start numbers printed
Have route signs made
Order medals and prizes
Calculate catering quantities
2 people
Compile shopping list
2 people
Reserve tables and chairs
Check sound and power
2 people
Prepare the volunteers briefing
Hand out volunteer schedules
Physically check the route
3 people
Report obstacles on the route
2 people
Do the shopping
3 people
Assemble starter packs
4 people
Sort race numbers by participant
3 people
Set out route arrows and ribbons
3 people
Fill coolers
2 people
Lay out clothing and volunteer vests
2 people
Check the weather forecast
Protect weather-sensitive materials
2 people

Event

Set out the start and finish area
6 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up start arch
4 people
Connect sound and microphone
2 people
Place route arrows
6 people
Place barriers along the route
6 people
Set up water station
3 people
Set up first aid table
2 people
Set up registration desk
3 people
Place start packs by distance
4 people
Build the catering buffet
4 people
Chill drinks
2 people
Give volunteer briefing
2 people
Staff route checkpoints
8 people
Register participants
5 people
Process late registrations
2 people
Set up the starting lanes
3 people
Lead the warm-up
2 people
Give the starting signal
Register the pass-by
3 people
Distribute water and fruit
5 people
Refill drinks
2 people
Award finisher medals
4 people
Keep the finish area clear
3 people
Serve snacks
4 people
Provide music
Prepare awards ceremony
3 people
Carry out award ceremony
3 people
Publish results
2 people
Collect lost property
2 people
See off the last visitors
2 people

Aftercare

Remove route arrows
6 people
Remove the barriers
6 people
Clear the venue
6 people
Collect and sort waste
4 people
Clean dishes and materials
4 people
Take down party tents
6 people
Move materials to storage
4 people
Return borrowed materials
2 people
Leave venue clean
3 people
Send results to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 40
High tablesqty 6
Start arch
Stage sectionsqty 4
Beams for route postsqty 8

Sports equipment

Bib numbersqty 350
Race bib strapsqty 350
Running medalsqty 350
Start watchesqty 2
Stopwatchesqty 6
Disposable cupsqty 500
Water jugsqty 12
Spons tubsqty 6
Route arrowsqty 80
Kilometer markersqty 10
Crowd control barriersqty 30
Traffic conesqty 40
Barrier tapeqty 12
Course tapeqty 8
Conesqty 30
Clipboardsqty 10
Safety vestsqty 25
Walkie-talkiesqty 12
Megaphonesqty 3
First aid kitsqty 3
Blanketsqty 12
Foldable blanketsqty 6
Rain ponchosqty 20
Flashlightsqty 8

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Power banksqty 8
Laptopqty 2
Printer
Printer paperqty 2
Laminator
Laminating sleevesqty 100

Tableware

Reusable cupsqty 400
Coffee cupsqty 100
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12
Pliersqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 8
Water kettlesqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Bread basketsqty 8
Ice packsqty 30
Serving traysqty 10

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Bucketsqty 6
Mopsqty 4
Cleaning glovesqty 12

Lighting

LED lampsqty 8
Battery lanternsqty 6

Decorations

Orange buntingqty 12
Dutch flagsqty 8
Orange balloonsqty 150
Balloon weightsqty 8
Tableclothsqty 12
Directional signsqty 20

Catering

Groceries

Tips

Set the route and start-finish locations first, then allow time for permits, notifications and a safety check before publishing the registration form. A confirmed route also determines the number of route arrows, kilometre markers, cones and barriers needed.
Do not leave traffic control until race week. Build the traffic plan early, schedule traffic controllers and prepare safety vests, walkie-talkies, traffic cones, barrier tape and crowd-control barriers for each affected section.
Order race numbers, medals and prizes as soon as registration details are stable. Before race day, check the start list, match bib numbers to participants and keep spare bibs, straps and clipboards at registration.
Treat timing and communication as separate systems. Reserve timekeeping, test start watches and stopwatches, and check the speakers, microphones, mixer, megaphones, extension cords and power before participants arrive.
Calculate food and drinks from the confirmed registrations, including dietary requirements, rather than guessing on the day. Reserve tables, chairs and party tents, then brief volunteers with shift times, meeting points and responsibility for water, finishers and course stations.

Frequently asked questions

How early should I start organising a King's Run?: Start at least 12 to 16 weeks before race day. The route, locations, permits, traffic plan and first-aid staffing need to be settled before you promote registration.
When should King's Run registration open?: Open registration after the route, start and finish locations, safety review and key logistics are confirmed. A practical lead time is 8 to 10 weeks before the run, leaving time to process registrations and collect dietary requirements.
How many route signs and barriers do I need for a King's Run?: There is no fixed number: count every turn, kilometre point, crossing and restricted area on the final route. Do the count during the safety check, then add roughly 10% spare route arrows and cones for damage or last-minute changes.
When should I order medals and print race numbers?: Order medals and prizes once the expected participant count is reliable, preferably 4 to 6 weeks before the event. Print race numbers after the start list is checked, usually 1 to 2 weeks before race day, with a small set of spares.

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.