Quarter Marathon Checklist: What to Arrange and When

Organising a quarter marathon involves more than setting a date and marking a route. You need permits, traffic control, registration, timing, first aid and enough volunteers in place before race day. This checklist follows the practical order: secure the route and location first, then open registration, order race materials and brief the team. It also covers the details that are often left too late, such as dietary information, printed bibs, weather checks and assembling starter packs.

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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
Arrange permits and notifications
2 people
Reserve start and finish location
Draw up traffic plan
2 people
Arrange traffic controllers
2 people
Create website and registration form
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Design race numbers
Have start numbers printed
Place medal order
Reserve timekeeping
Order first aid supplies
Check insurance
Carry out a route check
2 people
Mark the route and intersections
3 people
Assign volunteers
2 people
Create volunteer instructions
Send participant information
2 people
Check the weather forecast
Print start list
Collect materials
3 people
Do the shopping
3 people
Assemble starter packs
4 people
Fill coolers
2 people
Set out route signs
2 people
Hold a volunteer briefing
3 people

Event

Mark off the starting area
4 people
Build the finish arch
4 people
Set up registration tables
3 people
Set up the tents
4 people
Connect the sound system
2 people
Put up route signs
6 people
Set up traffic posts
8 people
Set up water stations
4 people
Set up the first aid station
2 people
Prepare registration materials
3 people
Lay out starter kits
3 people
Register participants
5 people
Handle bib number distribution
4 people
Designate a changing area
2 people
Give the start briefing
2 people
Get participants started
6 people
Staff route checkpoints
10 people
Hand out water
6 people
Refill drinks
3 people
Record split times
3 people
Receive finishers
5 people
Handle medal distribution
3 people
Serve fruit and snacks
4 people
Provide music and announcements
2 people
Process results
2 people
Handle prize ceremony
3 people
Inform participants about the results
2 people

Aftercare

Dismantle traffic posts
8 people
Remove route signs
6 people
Clear the start and finish area
6 people
Collect waste
5 people
Clean tableware and supplies
4 people
Take down tents and furniture
5 people
Leave venue clean
4 people
Inventory materials
2 people
Return rental items
2 people
Publish results
Send participant email

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Tableclothsqty 10
Clothes racksqty 2

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
Time registration system

Sports equipment

Bib numbersqty 150
Medalsqty 150
Race bib strapsqty 150
Route arrowsqty 40
Crowd control barriersqty 20
Traffic conesqty 40
Warning signsqty 12
Start and finish arch
Conesqty 30
Stopwatchesqty 6
Reflective vestsqty 25
First aid kitsqty 2
Thermal blanketsqty 20
Coolersqty 6
Jerry cansqty 8
Foldable water tapsqty 6
Clipboardsqty 12
Pensqty 40
Route mapsqty 30

Tableware

Reusable cupsqty 300
Coffee cupsqty 30
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6

Catering

Thermos flasksqty 6
Drink dispensersqty 6
Serving plattersqty 10
Ice cube traysqty 4
Groceries

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 12
Broomqty 3
Litter pickersqty 4
Cleaning bucketsqty 3
Mopqty 3
Toilet brushesqty 2

Decorations

Buntingqty 8
Balloon archesqty 2
Welcome bannersqty 2

Tips

Record the date and route before opening registration. Confirm the start and finish location, then check the full route on foot or by bike so crossings, narrow sections and unclear junctions can be resolved early.
Arrange permits, notifications and the traffic plan before recruiting traffic controllers. Give each controller a route map, a clear position and instructions on when roads or crossings must be monitored.
Reserve the time registration system and order bib numbers, medals and race bib straps with enough lead time for printing and delivery. Print the start list only after registrations have been checked and closed.
Assign volunteers to registration, route points, water, first aid, start and finish duties. Send their instructions before race day and prepare clipboards, pens, reflective vests and route maps rather than looking for them during setup.
Check the weather forecast the day before and again on race morning. Put tents, tables, coolers, jerry cans, water taps, thermal blankets and first aid kits where the team can reach them without leaving their assigned area.

Frequently asked questions

How far in advance should I organise a quarter marathon?: Start at least 12 weeks before race day. Use the first weeks for the date, route, permits, location, insurance and traffic plan; registration, orders and volunteer briefings follow after those basics are confirmed.
How many volunteers do I need for a quarter marathon?: Plan one volunteer for each active route crossing or traffic-control point, plus separate people for registration, timing, start and finish, water and first aid. Final numbers depend on the route, but make the allocation at least 2 weeks before the race.
When should I order race bibs and medals?: Order bibs, medal quantities and straps as soon as registration numbers become predictable, preferably 6 to 8 weeks before the event. Leave enough time to correct names or numbers and assemble starter packs before race week.
What should I prepare the day before a quarter marathon?: Print the start list, check the weather, collect all materials, finish the shopping and assemble starter packs the day before. Also confirm volunteer assignments, route marking, first aid supplies and the availability of 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.