New Year's Eve run checklist

A New Year's Eve run needs more than a route and a countdown. You have to secure the start and finish area, check permits and insurance, organise traffic measures, and make sure timing and first aid are covered. Participant information, starter groups and dietary requirements need to be settled before race day. Use this checklist to work from the first route decision through registration, shopping and the final venue check.

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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
Apply for permits
Check insurance
Reserve start and finish location
Apply for traffic measures
Reserve first aid station
Arrange timekeeping
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Send participant information
Check route in advance
2 people
Assign volunteers
2 people
Print race numbers
2 people
Check medical information
Check the shopping list
2 people
Do the shopping
3 people
Sort bib numbers
3 people
Prepare route signs
3 people
Inform volunteers
2 people
Check the weather forecast
Open venue
2 people
Unload materials
6 people
Build party tents
6 people
Set up tables and chairs
4 people
Set up registration desks
4 people
Set up the start and finish arch
4 people
Install time tracking
2 people
Mark out the route
8 people
Set up traffic barriers
6 people
Set up the first aid station
2 people
Prepare coffee and tea
3 people
Chill drinks
3 people
Prepare snacks
4 people
Lay out bib numbers
3 people
Test the PA system
2 people
Check the lighting
2 people

Event

Register volunteers
2 people
Register participants
5 people
Hand out race numbers
4 people
Escort the changing room
2 people
Guide the starting area
4 people
Clear runners away
3 people
Staff route checkpoint
10 people
Staff the water station
4 people
Record the finish
4 people
Present medal
4 people
Serve snacks
4 people
Refill drinks
3 people
Serve coffee and tea
3 people
Guard the finish area
3 people
Check results
2 people
Present prizes
3 people
Guide the photo moment
2 people
Manage New Year's Eve
4 people
See participants off
3 people

Aftercare

Collect route signs
6 people
Remove traffic barriers
6 people
Dismantle furniture
6 people
Take down party tents
6 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
5 people
Load equipment
6 people
Collect lost and found items
2 people
Publish results
Thank participants
2 people
Return materials
3 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
Registration tablesqty 3
Waste binsqty 8
Clothes racksqty 4

Sports equipment

Start and finish arch
Bib numbersqty 350
Safety pinsqty 800
Running medalsqty 350
Marker conesqty 40
Route signsqty 35
Directional signsqty 25
Barrier tapeqty 10
Sports bottlesqty 12
Stopwatchesqty 6
Reflective vestsqty 25
Flashlightsqty 12
Clipboardsqty 8
Pensqty 40
Prizesqty 12

Equipment

Time registration system
Laptopsqty 2
Tabletsqty 3
Mobile phonesqty 8
Power banksqty 8
PA system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
First aid kitsqty 2
Fire extinguishersqty 2
Walkie-talkiesqty 12
Flashlightsqty 8
Charging stationsqty 2
Tool casesqty 2
Hand trucksqty 2

Lighting

Work lightsqty 6
String lightsqty 8
Battery lanternsqty 12

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6

Tableware

Reusable cupsqty 400
Reusable platesqty 250
Cutlery setsqty 250
Coffee cupsqty 150

Catering

Groceries

Decorations

New Year's Eve decorations
Balloonsqty 200
Buntingqty 12
Marker tapeqty 6
Route bannersqty 10
Prize tableclothqty 2

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Work glovesqty 12
Litter pickersqty 4

Tips

Fix the date and route before opening registration. Then check permits, insurance, traffic measures and the start and finish location, because these decisions affect nearly every later task.
Set a registration deadline that leaves time to process entries, review medical information and dietary requirements, assign starter groups, and send participant information before race day.
Plan volunteer shifts with specific jobs for registration, route directions, first aid, timing and the start and finish area. Send the final briefing before the event, not when volunteers arrive.
Check the route in advance and place signs, cones and barrier tape where runners need them. On New Year's Eve, recheck visibility, lighting and the weather forecast shortly before opening the venue.
Pack the operational kit separately from the race supplies: timing equipment, laptops or tablets, phones, power banks, extension cords and power strips should be tested and charged before setup begins.

Frequently asked questions

How far in advance should I plan a New Year's Eve run?: Start at least 8 to 12 weeks ahead. That gives you time to confirm the route and venue, apply for permits and traffic measures, arrange insurance and first aid, recruit volunteers, and open registration.
When should registration close for a New Year's Eve run?: Close registration 5 to 7 days before the run if possible. You need time to process entries, check medical information and dietary requirements, assign starter groups, prepare bib numbers and send final participant information.
How many volunteers do I need for a New Year's Eve run?: Plan for at least 1 volunteer at registration, 1 at timing, 1 at the start and finish area, and route volunteers at every important turn or crossing. Add a first-aid team separately rather than relying on general volunteers.
What should I check on the morning of the New Year's Eve run?: Check the weather forecast, route signs, lighting, power and communications on the morning itself. Allow at least 2 hours before the start to open the venue, set up registration and the start and finish area, brief volunteers, and test the timing system.

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.