Police run checklist: what to arrange and when

A police run needs more than a marked route and a finish line. You must secure permission, control traffic, register participants, brief volunteers and prepare timing and first aid before race day. Start by fixing the distance and route, then work through locations, safety, registration and equipment in that order. The final checks focus on route signage, bib numbers, refreshments, medals and clear communication between volunteers.

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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 route and distance
2 people
Apply for permits
Reserve start and finish location
Draw up traffic plan
2 people
Schedule traffic controllers
Prepare safety plan
2 people
Open registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Order race numbers
Order medal ribbons
Create volunteer briefing
2 people
Assign volunteers
2 people
Arrange first aid staffing
Prepare time tracking
2 people
Print the route map
Print participant list
Sort bib numbers
3 people
Prepare medal distribution
2 people
Check the route
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out materials
3 people

Event

Set up the starting location
6 people
Set up the finish area
6 people
Place route arrows
6 people
Set up traffic barriers
6 people
Place traffic cones
4 people
Set up water station
4 people
Set up the first aid station
2 people
Set up registration tables
3 people
Set up tables for catering
3 people
Test audio and microphone
2 people
Test time tracking
2 people
Lay out bib numbers
3 people
Set up the medal distribution point
2 people
Brief volunteers
2 people
Position traffic marshals
8 people
Receive participants
6 people
Hand out bib numbers
4 people
Inform participants
2 people
Lead the group warm-up
2 people
Guide the start signal
3 people
Staff route checkpoint
10 people
Staff the water station
4 people
Operate timekeeping
2 people
Register finishers
4 people
Present medal
3 people
Serve drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Empty trash bins
2 people
Support the announcer
Guide the last runners
2 people
Open the route
4 people
See participants off
2 people

Aftercare

Dismantle start area
5 people
Dismantle finish area
5 people
Remove route arrows
5 people
Remove traffic barriers
6 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
3 people
Return borrowed materials
2 people
Process timing results
2 people
Publish results
Register lost and found items
Archive photos and documents

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Catering tablesqty 6
Chairsqty 30
Beer tablesqty 8
Clothes racksqty 2

Sports equipment

Bib numbersqty 350
Race bib strapsqty 350
Finish medalsqty 350
Route arrowsqty 80
Kilometer markersqty 10
Traffic conesqty 60
Barrier tapeqty 8
Traffic barriersqty 30
Start Line
Finish arch
Clipboardsqty 12
Whistlesqty 12
Safety vestsqty 25
Flaggingqty 12
Stopwatchesqty 6
Megaphonesqty 3
Walkie-talkiesqty 12
Spare batteriesqty 24
Timekeeping devicesqty 2
First aid kitsqty 3
Blanketsqty 20
Ice packsqty 20
Blanketsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Laptopsqty 2
Printer
Mobile phonesqty 6

Tableware

Reusable cupsqty 400
Coffee cupsqty 250
Platesqty 250
Cutlery setsqty 250
Water jugsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Scissorsqty 6
Napkin holdersqty 8

Cleaning

Cleaning bucketsqty 4
Floor squeegeesqty 2
Broomsqty 4
Dustpan and brushqty 4
Waste binsqty 12

Lighting

LED work lightsqty 6
String lightsqty 4

Catering

Groceries

Tips

Record the route and distance before opening registration. Use the confirmed distance on invitations, route maps, kilometer markers and participant information so you do not have to correct details later.
Apply for permits and complete the traffic plan before scheduling traffic controllers. Confirm who covers each crossing and give every controller a safety vest, communication method and clear position on the route.
Close registration early enough to order bib numbers and prepare the participant list. Sort bibs by number before race morning and keep a small reserve for late corrections or damaged numbers.
Brief volunteers with exact duties, meeting times and escalation instructions. Start-line staff, route marshals, timekeepers, first aid staff and medal distributors should each know where to report and what happens when something goes wrong.
Walk or drive the full route shortly before the event, then place arrows, kilometer markers, cones and barriers according to the approved plan. Charge timing devices and walkie-talkies and pack spare batteries the day before.

Frequently asked questions

How far in advance should I apply for a police run permit?: Apply as soon as the route and event date are known, preferably several weeks before registration opens. Permit processing times vary, so do not advertise a fixed route until the relevant approval is confirmed.
When should registration close for a police run?: Close registration early enough to order race numbers and prepare the participant list, usually at least 7 to 14 days before the run. Keep a short window afterward only for corrections and cancellations.
How many volunteers do I need for a police run?: Plan separate coverage for registration, the start, the finish, route crossings, timing, first aid and medals. The exact number depends on the route and participant count, but every crossing needs a named person and every operational role needs a backup.
What should I check on the police run route on event day?: Check the entire route on the morning of the run, including crossings, arrows, kilometer markers, cones and barriers. Allow at least 60 minutes for this inspection so missing signs or changed access can be fixed 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.