Running clinic checklist

A running clinic needs more than a marked route and a coach. You need a clear registration process, safe route markers, timed training equipment, first aid and refreshments ready before participants arrive. This checklist covers the practical sequence, from reserving the location and checking the route to handing out bib numbers and explaining the programme. It also helps you catch common delays, such as missing safety pins, untested sound equipment or drinks that were never chilled.

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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

Reserve location and route
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Inspect running route
2 people
Note route points and risks
2 people
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Prepare race numbers
2 people
Prepare directional signs
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Place route arrows
3 people
Set up tables and chairs
3 people
Set up party tent
3 people
Set up the registration table
2 people
Prepare sports equipment
2 people
Check first aid kit
Test sound equipment

Event

Receive participants
3 people
Hand out race numbers
2 people
Explain the clinic program
Lead the warm-up
2 people
Practice running technique
2 people
Lead walking practice
2 people
Lead interval training
3 people
Refill the water stations
2 people
Staff route checkpoint
2 people
Guide the cool-down
2 people
Serve recovery drinks and snacks
3 people
Refill drinks
2 people
See participants off
2 people

Aftercare

Remove route signs
3 people
Gather sports equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Take down the party tent
3 people
Store materials dry
2 people
Return borrowed items
2 people
Store leftover food
Archive registrations

What to bring

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

Sports equipment

Traffic conesqty 30
Marking tapeqty 4
Bib numbersqty 50
Safety pinsqty 100
Stopwatchqty 3
Interval timerqty 2
Whistlesqty 3
Training bibsqty 12
Resistance bandsqty 20
Yoga matsqty 20
First aid kit
Cold packsqty 6
Route signsqty 12

Furniture

Party tent
Foldable tablesqty 4
Chairsqty 20
Clothing rack

Catering

Water dispensersqty 3
Coolersqty 4
Coffee makerqty 2
Thermos flasksqty 4
Groceries

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 8

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 2

Cleaning

Waste binsqty 4
Hand sanitizerqty 3
Towelsqty 6
Cleaning bucketsqty 2
Floor squeegeesqty 2
Broom and dustpanqty 2

Tips

Inspect the full route before the clinic and record every crossing, narrow section and other risk point. Place route arrows and cones only after checking that they can be seen from a runner’s approach.
Finish registration before the event day and send participant information at least 3 days in advance. Include the meeting point, arrival time, route details and what runners should bring.
Prepare bib numbers and safety pins in registration order, then keep a separate small supply for replacements. This prevents the registration table from becoming a queue while you search for missing numbers.
Test the stopwatch, interval timer, portable speaker and whistles before setup is complete. If the speaker needs power, check the extension cords and power strips at least 1 hour before participants arrive.
Plan refreshments for the period immediately after the clinic, not just the start. Chill the drinks in advance, fill the water dispensers and set out coffee, tea and snacks before the first runners return.

Frequently asked questions

How far in advance should I organise a running clinic?: Reserve the location and route at least 3 to 4 weeks ahead, especially if access or permissions are involved. Send invitations as soon as the date and route are confirmed, then close or review registrations 3 to 5 days before the clinic.
How many drinks do I need for a running clinic?: Plan at least 500 to 750 ml of water per participant for a typical clinic, with extra capacity for warm weather. Add more if the session lasts longer than 90 minutes or the route has no drinking point.
When should I inspect the running route?: Inspect it once during planning and again on the day before the clinic. The second check should confirm that route signs, arrows and cones are still visible and that no construction, weather damage or traffic change has created a new risk.
What should be ready before participants arrive?: Set up registration, bib numbers, safety pins, route information and the programme before the advertised arrival time. Have the first aid kit, cold packs, timing equipment and tested sound equipment ready at least 30 minutes beforehand.

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