New Year's Run Checklist

A New Year's run needs more than a route and a start time. You need permission to use the roads, a traffic plan, reliable timing, trained volunteers and clear information for every participant. This checklist takes you from choosing the date and checking the route to setting out signs, serving hot drinks and reviewing the emergency plan. Use it to organise the work in the right order, especially the tasks that are easy to leave until the final week.

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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 a permit
Draw up traffic plan
2 people
Carry out a route check
2 people
Reserve start and finish location
Reserve timekeeping
Reserve first aid supplies
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign start numbers
2 people
Send participant information
Determine route checkpoints
2 people
Brief route post volunteers
2 people
Check the weather forecast
Review emergency plan
3 people
Do the shopping
3 people
Sort bib numbers and shirts
3 people
Check route signs
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare coffee and tea
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Block off the start area
3 people
Set up finish arch
3 people
Mark route
6 people
Place kilometer markers
3 people
Set up water station
3 people
Set up first aid table
2 people
Set up registration tables
3 people
Test time tracking
2 people
Test music and microphone
2 people
Lay out bib numbers
3 people

Event

Register volunteers
2 people
Give volunteer briefing
2 people
Register participants
5 people
Hand out race numbers
4 people
Escort the changing room
2 people
Welcome the audience
2 people
Lead the warm-up
2 people
Give the starting signal
Staff the route post
8 people
Hand out water
4 people
Register finishers
3 people
Provide medical assistance
2 people
Hand out medals
3 people
Serve drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check results
2 people
Present prizes
2 people
Provide music
Prepare the countdown moment
3 people
Guide the countdown moment
3 people
See off the last visitors
2 people

Aftercare

Remove route signs
4 people
Remove the barriers
3 people
Pack timing equipment
2 people
Wash dishes
3 people
Clean the venue
5 people
Collect waste
3 people
Take down party tents
4 people
Put furniture back
4 people
Check borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Register lost and found items
Publish results
Share participant photos

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Coat racksqty 3
Clothes hangersqty 150

Sports equipment

Bib numbersqty 350
Safety pinsqty 800
Medalsqty 350
Route arrowsqty 40
Kilometer markersqty 10
Starting ribbonsqty 8
Traffic conesqty 40
Crowd barriersqty 20
Barrier tapeqty 8
Reflective vestsqty 20
Stopwatchesqty 6
Clipboardsqty 10
Pensqty 40

Equipment

Time registration system
Laptopsqty 2
Walkie-talkiesqty 12
Mobile phonesqty 6
Speakersqty 2
Microphone
Mixer
Extension cordsqty 8
Power stripsqty 6
Charging stationsqty 3

Lighting

LED string lightsqty 8
LED work lightsqty 6
Headlampsqty 12

Tableware

Reusable cupsqty 500
Coffee cupsqty 120
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 12
Food containersqty 20
Thermal carafesqty 4

Decorations

Balloonsqty 250
Buntingqty 12
Start and finish bannerqty 2
Tableclothsqty 10
Prize trophiesqty 12

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Hand broomsqty 4
Toilet brushesqty 4
Hand sanitizer pumpsqty 8
Paper dispensersqty 4
First aid kitsqty 2
Emergency blanketsqty 20
Ice packsqty 20

Catering

Groceries

Tips

Confirm the date, route and start and finish location before opening registrations. Then apply for the permit and prepare the traffic plan early enough to allow for changes requested by the authorities.
Check the full route on foot before the event and mark every checkpoint, turn and kilometre point. Recheck route arrows, signs, cones and barriers on the day, because wind, roadworks or parked cars can make a familiar route unclear.
Send participant information after registrations close, including the start time, route details, what to wear and where to collect bib numbers. Sort bib numbers, shirts and safety pins before volunteers arrive so registration does not become a queue.
Give every volunteer a named position and a short briefing. Route posts need reflective vests, a way to communicate and clear instructions on when to contact the organiser or use the emergency plan.
Plan refreshments around the finish rather than at the last minute: chill drinks, prepare snacks, and set out coffee and tea before runners return. Check power, extension cords and charging stations for timing, speakers and communication equipment.

Frequently asked questions

How far in advance should I apply for a New Year's run permit?: Start the permit application at least 8 to 12 weeks before the run. A road closure or traffic plan may require extra review, so do not wait until participant registration is already open.
How many volunteers do I need for a New Year's run?: Count one volunteer for each route checkpoint, plus people for registration, timing, refreshments, the start and finish area, and a coordinator. For a small run, make a first roster 4 to 6 weeks ahead and confirm every assignment 7 days before the event.
When should I send participant information for a New Year's run?: Send the main information 7 to 10 days before the run, once registrations and start numbers are settled. Include the arrival time, start procedure, route, clothing advice, facilities and a contact number for event-day questions.
What should I check the day before a New Year's run?: Check the latest weather forecast, the emergency plan, route signs, bib numbers, timing equipment and volunteer contacts 24 hours beforehand. Prepare snacks and drinks, charge communication devices and pack spare pens, safety pins and batteries before leaving for the venue.

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.