Military Run Checklist

A military run needs more than a marked route and a start signal. You need permission for the course, a clear safety plan, staffed traffic posts, participant records and equipment ready at the right locations. Start with the date and route, then work through registration, volunteer planning and participant communication before handling race-day setup. This checklist covers the practical sequence, from toilets and bib numbers to water stations, barriers and the finish area.

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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

Set the date and route
2 people
Apply for the course permit
Reserve start and finish location
Reserve toilets
Prepare safety plan
2 people
Assign traffic posts
2 people
Send invitations
2 people
Open registration form
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Create bib numbers and participant list
2 people
Prepare route signs
2 people
Create the volunteer schedule
Send participant information
Check medical contact details
Do the shopping
3 people
Sort bib numbers
2 people
Chill drinks
2 people
Check the route
3 people

Event

Mark out the site
6 people
Build party tents
6 people
Set up tables and chairs
4 people
Set up registration desk
3 people
Set up water stations
4 people
Set out first aid supplies
2 people
Place route arrows
6 people
Staff traffic posts
12 people
Register participants
4 people
Hand out race numbers
3 people
Collect luggage
3 people
Give participant briefing
2 people
Lead the warm-up
2 people
Give the starting signal
2 people
Carry out finish registration
4 people
Staff the medal station
3 people
Refill drinks
3 people
Hand out fruit and snacks
3 people
Serve the hot meal
5 people
Publish results
2 people
Present prizes
3 people
Collect lost and found items

Aftercare

Remove directional signs
5 people
Remove traffic materials
4 people
Take down tents and furniture
6 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Beer table setsqty 8
Clothes racksqty 2

Sports equipment

Bib numbersqty 300
Safety pinsqty 700
Finisher medalsqty 300
Start and finish ribbonsqty 4
Route arrowsqty 40
Kilometer markersqty 10
Traffic conesqty 60
Crowd barriersqty 20
Safety vestsqty 20
Stop signsqty 12
Whistlesqty 20
Starter pistol
Brushes and conesqty 10

Equipment

Megaphoneqty 2
Wireless microphone
Speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Stopwatchesqty 6
Laptopsqty 2
Mobile phonesqty 6
Coolersqty 8
First aid kitsqty 3
AED
Walkie-talkiesqty 12

Tableware

Reusable cupsqty 400
Platesqty 300
Cutlery setsqty 300
Coffee cupsqty 100
Serving traysqty 10

Kitchen

Thermos flasksqty 6
Water jugsqty 12
Pouring tongsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Food warmersqty 6
Serving spoonsqty 8
Glovesqty 20

Lighting

Work lightsqty 6
Light Stripsqty 4

Decorations

Bannersqty 8
Flagsqty 20
Stage sectionsqty 4
Prize trophiesqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Mop setsqty 3
Toilet paper holdersqty 4

Catering

Groceries

Tips

Apply for the course permit before promoting the run. Confirm the route, start and finish location, road crossings and toilet arrangements early enough to make changes if approval is delayed.
Send participant information at least 3–5 days before the run. Include arrival time, registration instructions, route details, what to bring and how medical contact details will be checked.
Create the volunteer schedule after registrations are processed. Assign named people to traffic posts, registration, water stations, route support and the start and finish area, with backup cover for each critical position.
Prepare route equipment in labelled groups rather than one large pile. Keep arrows, kilometre markers, cones, barriers, safety vests and stop signs together so volunteers can place them quickly during setup.
Set up the registration desk before participants arrive and sort bib numbers in numerical order. Chill drinks, prepare reusable cups and check power banks, phones, stopwatches and the megaphone before the first briefing.

Frequently asked questions

How far in advance should I organise a military run?: Start at least 8–12 weeks before the event. Use the first weeks for the date, route, permit, locations and safety plan, then open registration and recruit volunteers.
When should I apply for a military run course permit?: Apply as soon as the route and date are decided, preferably 6–8 weeks before the run. Do not publish final route information until you know the permit requirements and approval timeline.
How many volunteers do I need for a military run?: Plan one named volunteer for every traffic post, water station and registration position, plus at least 2–3 people for route setup and the start-finish area. Add backups for posts that cannot be left unattended.
When should I set up the military run route?: Mark out the site and place route signs on race day, allowing at least 2–3 hours before the first start. Check the complete route once more after marking it and before participants arrive.

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.