Marathon planning checklist

A marathon involves more than marking out a route and handing out medals. You need permits, traffic control, medical cover, timing, toilets, volunteers and supplies ready on a fixed schedule. Start with the route and location, then open registration once the essential logistics are confirmed. This checklist covers the planning sequence, including details that are often left until the final week, such as volunteer assignments, race numbers, route signs, cooling supplies and luggage handling.

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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

Apply for a route permit
Finalize the route
3 people
Submit traffic plan
2 people
Reserve start and finish location
Reserve timekeeping
Arrange medical support
2 people
Arrange traffic marshals
2 people
Reserve toilets
Arrange waste collection
Publish the information website
2 people
Send invitations
2 people
Open registration
2 people
Process registrations
3 people
Collect dietary requirements
2 people
Design race numbers
2 people
Print race numbers
3 people
Confirm participants
2 people
Recruit volunteers
3 people
Assign volunteers
2 people
Prepare the volunteers briefing
2 people
Prepare route signs
3 people
Assemble starter packs
6 people
Check prizes and medals
2 people
Do the shopping
4 people
Restock cooling supplies
3 people
Set up the starter packs
5 people
Mark location
3 people
Bring equipment to the route
5 people
Build the start arch
4 people
Build the finish arch
4 people
Set up the starting lanes
5 people
Set up registration desks
4 people
Install time tracking
3 people
Set up signage
8 people
Set up supply stations
12 people
Set up first aid stations
4 people
Set up toilets
4 people
Place waste stations
5 people
Chill drinks
5 people

Event

Hand out starter packs
8 people
Register participants
6 people
Carry out the final course check
6 people
Brief volunteers
3 people
Guide the starting grids
8 people
Guide the start signal
5 people
Monitor traffic barriers
20 people
Distribute drinks
12 people
Hand out fruit
8 people
Hand out energy products
8 people
Refill drinks
8 people
Empty waste stations
6 people
Keep the course clear
6 people
Check intermediate standings
3 people
Welcome participants
8 people
Present medals
5 people
Serve finish drinks
6 people
Serve recovery food
8 people
Handle baggage claim
6 people
Register lost and found items
2 people
Keep the finish area clean
5 people
Guide the last runners
4 people
Publish the results
2 people

Aftercare

Remove route barriers
12 people
Collect the signage
8 people
Dismantle supply stations
10 people
Take down the start and finish arch
6 people
Take down tables and fences
8 people
Inventory supplies
3 people
Collect waste
8 people
Clean the venue
8 people
Clean tableware and coolers
4 people
Return rented equipment
4 people
Return traffic materials
3 people
Handle lost and found
2 people
Send participant information
2 people

What to bring

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

Furniture

Beer tablesqty 20
Foldable tablesqty 18
Folding chairsqty 40
Party tentsqty 8
Crowd barriersqty 120
Crowd control barriersqty 80

Equipment

Start arch
Finish arch
Time registration system
Walkie-talkiesqty 20
Megaphonesqty 4
Extension cordsqty 8
Power stripsqty 8
Power banksqty 10

Sports equipment

Directional signsqty 80
Kilometer markersqty 43
Directional signsqty 60
Bib numbersqty 1200
Race bib strapsqty 1200
Finisher medalsqty 1200
Starting ribbonsqty 6
Luggage tagsqty 1200
Luggage cratesqty 40
Coolersqty 18
Water jerry cansqty 30
Disposable cupsqty 15000
Spongesqty 3000
Blanketsqty 300
Course mapsqty 50

Tableware

Mugsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Water jugsqty 30
Serving bowlsqty 20
Cutting boardsqty 8
Kitchen knivesqty 8
Serving spoonsqty 12

Lighting

Work lightsqty 8
Battery lampsqty 12

Cleaning

Waste binsqty 45
Litter pickersqty 8
Broom setsqty 6
Mopsqty 6
Bucketsqty 8
Hand soap dispensersqty 12
Hand sanitizer pumpsqty 12

Catering

Groceries

Tips

Apply for the route permit and submit the traffic plan before publicising the course. Traffic marshals, barriers and directional signs depend on the final route, so late route changes create work across several teams.
Reserve the start and finish location, toilets, timing system and medical support early. Confirm delivery and setup times at least 2 weeks before race day, rather than assuming suppliers will arrive when needed.
Give volunteers fixed posts and written instructions before race week. Assign people to water points, crossings, registration, luggage, the start and the finish, then hold a briefing before the event opens.
Prepare race numbers, bib straps, course maps and starter packs after registration closes. Print a small buffer of spare numbers and check dietary requirements before assembling participant materials.
Plan race-day replenishment, not just initial quantities. Place coolers, water jerry cans, cups, sponges, blankets and waste collection at their stations, and arrange a restock check during the race.

Frequently asked questions

How far in advance should I organise a marathon?: Start the main planning at least 6 months before race day. Apply for permits, reserve the route and locations first; registration, volunteer recruitment and equipment checks follow after those decisions are confirmed.
When should marathon registration open?: Open registration once the route, start and finish locations, timing and essential safety arrangements are confirmed. Close it 2 to 3 weeks before race day so you have time to process entries, dietary requirements and race numbers.
How many volunteers do I need for a marathon?: The number depends on the route and field size, but plan posts separately for registration, crossings, water points, luggage, start, finish and information. Assign every volunteer at least 1 week before the race and provide a written briefing.
When should marathon race numbers and starter packs be prepared?: Prepare them after registration closes, usually 2 to 3 weeks before the event. Allow extra time for printing, checking participant details, adding bib straps and assembling packs without rushing the final week.

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.