Polder Run checklist: what to arrange and when

Organising the Polder Run takes more than marking a route and handing out bib numbers. You need to settle the competition format, distances and start and finish points before applying for permits and traffic measures. Registrations, volunteer roles, first aid and timekeeping then need to be coordinated around the confirmed course. This checklist takes you from the first planning decisions to the final weather, route and equipment checks before runners arrive.

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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

Define the competition concept
3 people
Set running distances
3 people
Set start and finish locations
2 people
Plot the course on a map
2 people
Apply for the course permit
Apply for traffic measures
Arrange first aid staffing
Arrange timekeeping
2 people
Recruit volunteers
2 people
Assign volunteer roles
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
2 people
Assign start numbers
2 people
Print the starting lists
Carry out a route check
3 people
Mark hazardous spots
3 people
Brief traffic controllers
2 people
Review the first aid plan
3 people
Check the weather forecast
Do the shopping
3 people
Sort bib numbers
3 people
Test time tracking
2 people
Set out route signs
3 people
Bring materials to the venue
4 people
Build the start and finish arch
4 people
Set up registration tables
3 people
Set up party tents
4 people
Set up barriers
4 people
Hang route arrows
4 people
Place kilometer markers
3 people
Set up the first aid station
3 people
Set up the first aid station
2 people
Install time tracking
2 people
Connect the sound system
2 people
Lay out bib numbers
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Register volunteers
2 people
Give volunteer briefing
3 people
Send traffic marshals to their posts
2 people

Event

Receive participants
4 people
Hand out bib numbers
4 people
Process late registrations
2 people
Designate a changing area
Serve coffee and tea
2 people
Guide participants to the starting pen
3 people
Announce the opening message
Give the starting signal
Check the registration at check-in
2 people
Staff route checkpoint
8 people
Staff the care station
4 people
Staff the first aid station
3 people
Refill drinks
2 people
Check finish registration
2 people
Welcome finishers
3 people
Distribute water and fruit
4 people
Serve snacks
3 people
Process results
2 people
Set out prizes
2 people
Handle prize ceremony
3 people
Inform participants about the results
Check on those staying behind
2 people
Dismiss route marshals
2 people

Aftercare

Collect route signs
4 people
Remove barricades
4 people
Take down the start and finish arch
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the venue
4 people
Secure time tracking
2 people
Turn off the sound system
2 people
Return materials
4 people
Return borrowed materials
2 people
Publish results online
Send a thank-you gift to participants
2 people
Clear away bib numbers and personal data
2 people
Process lost and found items
Archive photos and files

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Clothes racksqty 2
Start arch
Finish arch
Crowd control barriersqty 20

Sports equipment

Route arrowsqty 40
Kilometer markersqty 12
Traffic conesqty 40
Bib numbersqty 350
Safety pinsqty 800
Time-tracking chipsqty 350
Spare wristbandsqty 50
Starting ribbonsqty 3
Stage elementsqty 3
Medalsqty 350
Prizesqty 12
First aid kitsqty 2
Emergency blanketsqty 20
Thermal blanketsqty 10
Route bibsqty 20
Traffic marshal vestsqty 12
Megaphonesqty 3
Flashlightsqty 10

Equipment

Laptopqty 2
Tabletsqty 3
Printer
Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 6
Hand tally countersqty 4
Walkie-talkiesqty 10
Laminator
Laminator sleevesqty 50

Lighting

LED work lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 400
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Pouring jugsqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 20
Corkscrewqty 2

Decorations

Bannersqty 6
Sponsor bannersqty 12
Tableclothsqty 10

Cleaning

Waste binsqty 8
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand soap dispensersqty 6

Catering

Groceries

Tips

Start with the course and permissions. Plot the route, choose the start and finish locations, and allow enough time for the course permit and traffic measures before publishing the registration form.
Do not leave volunteer planning until race week. Recruit volunteers early, assign roles such as traffic control and registration, then brief them on the route, hazards and emergency procedures before the event.
Test timekeeping before the first runner starts. Check the time-tracking chips, laptop or tablets, printer and starting lists together, and prepare a manual backup in case the system fails.
Make the route check practical. Walk or cycle the full course shortly before the run, mark hazardous spots, confirm every route arrow and kilometre marker, and remove or report anything that has changed.
Plan for cold and changing weather at the finish. Keep first aid kits, emergency or thermal blankets, megaphones and flashlights ready, and check the forecast before deciding what needs to be moved or added.

Frequently asked questions

How far in advance should I apply for a Polder Run course permit?: Apply as soon as the route and start and finish locations are defined. A practical minimum is 8 to 12 weeks before the run, because traffic measures and other approvals may depend on the final course.
When should Polder Run registration close?: Close registration early enough to process dietary requirements, send confirmations, assign bib numbers and print starting lists. Allow at least 5 to 7 days between the closing date and race day for these final tasks.
How many volunteers do I need for a Polder Run?: The number depends on the route and traffic controls, but assign one named person to every post, plus a small reserve team. Finalise the roster at least 1 week before the run so every role has a replacement.
When should I check the Polder Run route?: Carry out a full route check 1 to 3 days before the event and check it again on race morning if conditions have changed. Confirm route arrows, kilometre markers, barriers and hazardous spots before participants set off.

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.