Marathon planning checklist

A marathon involves far more than marking out a course and sending runners to the start line. You need to plan the route, obtain permits, arrange medical and traffic support, and set up reliable registration and timing. In the final weeks, participant information, bib numbers, water stations and race-day equipment need checking together. This checklist brings the work into one sequence, including the details organisers often leave until the last few days.

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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

Develop a route proposal
2 people
Apply for a permit
Draw up traffic plan
2 people
Arrange medical support
Reserve timekeeping
Reserve traffic controllers
Set start and finish locations
Reserve portable toilets
Publish registration form
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Assign start numbers
2 people
Print race numbers
2 people
Send participant information
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Sort bib numbers
3 people
Prepare route signs
3 people
Fill water stations
4 people
Assemble starter packs
6 people
Check first aid supplies
2 people
Test time tracking
2 people
Check route for hazards
3 people

Event

Mark off the starting area
6 people
Cord off the finish area
6 people
Set up traffic signs
6 people
Place route arrows
6 people
Place traffic cones
6 people
Set up water stations
8 people
Set up first aid stations
4 people
Check portable toilets
2 people
Set up tables for registration
4 people
Set up tents
6 people
Build the finish arch
4 people
Connect the sound system
2 people
Install time tracking
3 people
Lay out starter kits
4 people
Prepare medal distribution
3 people
Chill drinks
4 people
Set up finish catering
5 people
Brief volunteers
3 people
Register participants
8 people
Hand out race numbers
6 people
Manage clothing intake
4 people
Set up the start zone
4 people
Give the start briefing
2 people
Guide the start signal
4 people
Hand out water
16 people
Hand out sports drinks
12 people
Distribute energy snacks
8 people
Refill drinks
8 people
Staff the route post
12 people
Direct traffic
12 people
Guide participants along the route
8 people
Record split times
4 people
Handle first aid requests
6 people
Welcome finishers
6 people
Present medal
4 people
Serve finish catering
8 people
Return clothing
4 people
Publish results
2 people
Guide the last participants
4 people
Open the route
6 people

Aftercare

Collect route signs
6 people
Collect traffic cones
6 people
Dismantle the start and finish area
8 people
Take down tents
6 people
Collect waste
8 people
Wash dishes
4 people
Clean the venue
6 people
Clean borrowed materials
3 people
Return materials
3 people
Sort lost and found
2 people
Finalize results
2 people
Send participant email

What to bring

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

Sports equipment

Bib numbersqty 600
Race bib strapsqty 600
Medalsqty 600
Route arrowsqty 80
Kilometer markersqty 43
Traffic conesqty 120
Crowd control barriersqty 40
Ribbonsqty 12
Conesqty 30
Clipboardsqty 20
Stopwatchesqty 12
Thermal blanketsqty 50
Starting ribbon
Finish arch
Clothes racksqty 4
Clothing labelsqty 600

Equipment

Time registration system
Laptopqty 2
Tabletsqty 4
Mobile phonesqty 8
Walkie-talkiesqty 16
Power banksqty 12
Charging cablesqty 16
Megaphonesqty 3
Sound system
Extension cordsqty 6
Power stripsqty 6

Furniture

Party tentsqty 6
Tablesqty 18
Chairsqty 30
Beer tablesqty 8
Dressing tablesqty 4
Bins for clothingqty 20
Mobile toilet cabinsqty 8

Catering

Coolersqty 12
Drink dispensersqty 8
Thermos flasksqty 8
Reusable cupsqty 800
Coffee potsqty 6
Serving jugsqty 8

Tableware

Reusable platesqty 700
Reusable cutleryqty 700
Knivesqty 20

Kitchen

Cutting boardsqty 8
Kitchen knivesqty 8
Serving spoonsqty 12
Bottle openersqty 6
Measuring cupsqty 6

Safety

First aid kitsqty 6
Safety vestsqty 40
Flashlightsqty 12
Emergency blanketsqty 30

Lighting

Work lightsqty 8
String lightsqty 6

Cleaning

Bucketsqty 8
Mopsqty 8
Broom setsqty 6
Hand broomsqty 8
Litter pickersqty 8
Waste binsqty 30

Groceries

Groceries

Tips

Start with the route and permissions several months ahead. A proposed course may need approval, a traffic plan, medical cover and traffic controllers before registration opens.
Send participant information before race week, then check the final list and dietary requirements again after registrations close. Late changes affect bib allocation, starter packs and catering.
Test the time registration system before race day with the actual laptop, tablets, phones, power banks and charging cables you will use. A timing check on the morning itself is too late to find missing equipment.
Prepare route arrows and kilometre markers in order, and label the materials for each section. This makes it easier for volunteers to place signs, cones and barriers quickly before runners arrive.
Plan water-station quantities from the confirmed participant count, not from early registrations. Fill supplies on race morning and keep first-aid equipment, thermal blankets and communication devices accessible at the finish.

Frequently asked questions

How far in advance should I organise a marathon?: Begin route planning, permit applications and traffic coordination at least 6 months before race day. Open registration only after the course, start and finish locations, medical support and timing arrangements are workable.
What should I check the week before a marathon?: Confirm the participant list, assign and print bib numbers, send final participant information and check the weather forecast 5–7 days beforehand. Also test timing equipment and confirm volunteer, medical and traffic-controller schedules.
How many water stations does a marathon need?: Plan water stations according to the route and expected conditions, usually placing them at regular intervals of roughly 5 kilometres, with extra support near the finish if needed. Calculate cups and drinks from the final runner count, allowing a reserve rather than buying only the exact number.
When should I prepare marathon race packs?: Sort bib numbers and assemble starter packs 1–2 days before the race, once registrations and last-minute changes are closed. Keep a small set of spare bibs and labels separately for corrections on race morning.

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.