Running race checklist: what to arrange and when

A running race depends on more than a marked route and a start time. You need to secure the course, permits, traffic control, first aid, timing and volunteer cover before registrations open. In the final days, small details such as sorting bib numbers, checking medals and printing participant lists can slow down the whole event if left too late. Use this checklist to work through the planning in the right order and prepare a clear race-day run sheet.

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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
2 people
Plan running route
2 people
Choose start and finish locations
2 people
Apply for permits
Draw up traffic plan
2 people
Schedule traffic controllers
2 people
Arrange first aid staffing
Arrange timekeeping
2 people
Design race numbers
2 people
Open registration form
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Make reservations
Order race numbers
Check medal order
Prepare route signs
3 people
Print the run sheet
Print participant list
Sort bib numbers
3 people
Fill medal bags
3 people
Inspect route
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Fill information bags
4 people
Set up the starter packs
3 people
Inspect the grounds
3 people
Build party tents
6 people
Set up tables and chairs
5 people
Build the start arch
4 people
Build the finish arch
4 people
Mark the start and finish lines
3 people
Place route signs
6 people
Set up traffic barriers
6 people
Place kilometer markers
3 people
Set up registration desk
3 people
Set up the distribution point
3 people
Set up the first aid station
2 people
Test timekeeping
2 people
Test sound system
2 people
Brief volunteers
3 people

Event

Receive participants
6 people
Hand out race numbers
5 people
Process late registrations
2 people
Receive luggage
3 people
Lead the warm-up
2 people
Fill the start area
4 people
Start the competition
5 people
Staff route checkpoint
12 people
Direct traffic
10 people
Staff the midway water station
4 people
Record the finish
4 people
Present medal
4 people
Serve drinks
4 people
Refill drinks
2 people
Hand out fruit
3 people
Serve snacks
3 people
Return luggage
3 people
Check final standings
2 people
Carry out award ceremony
4 people
Inform the audience
2 people
Address participants on safety
3 people
Empty waste stations
2 people
Close finish area
3 people
Open the route
4 people

Aftercare

Gather competition materials
6 people
Remove traffic barriers
6 people
Collect direction signs
5 people
Take down party tents
6 people
Clear tables and chairs
5 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
5 people
Inventory supplies
2 people
Return rental items
2 people
Register lost items
Publish results
2 people
Thank participants
2 people
Select photos
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Bar stoolsqty 8
Waste binsqty 12
Clothes racksqty 4

Sports equipment

Start arch
Finish arch
Directional signsqty 35
Kilometer markersqty 6
Bib numbersqty 600
Race bib strapsqty 600
Competition medalsqty 600
Ribbon streamerqty 12
Traffic conesqty 60
Traffic barriersqty 30
Brushesqty 4
Stopwatchesqty 6
Measuring wheel
Conesqty 40
Coolersqty 8
Water jugsqty 20
Water bottle cratesqty 10

Equipment

Laptopsqty 3
Tabletsqty 4
Mobile phonesqty 8
Walkie-talkiesqty 12
Wi-Fi router
Printer
Sound system
Microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 10

Lighting

LED lampsqty 8
Work lightsqty 4
Batteriesqty 40

Tableware

Reusable cupsqty 700
Platesqty 300
Cutlery setsqty 300
Coffee cupsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving traysqty 8

Decorations

Buntingqty 12
Balloonsqty 150
Stage ribbonqty 2
Information bannersqty 6
Arrow bannersqty 12

Cleaning

Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Spongesqty 12
Hand broomsqty 6
Hand sanitizer dispensersqty 8
Toilet paper holdersqty 4

First aid

First aid kitsqty 3
Blanketsqty 20
Ice packsqty 20
Stretcher
Disposable glovesqty 100
Flashlightsqty 6

Registration

Clipboardsqty 12
Pen setsqty 30
A4 paperqty 5
Name stickersqty 200
Envelopesqty 600
Rolls of tapeqty 12
Scissor setsqty 6

Catering

Groceries

Tips

Set the route and start and finish locations before you publish registration details. Allow time for a route inspection, directional signs, kilometre markers, cones and barriers, then confirm that the traffic plan matches the actual course.
Apply for permits and arrange traffic controllers and first-aid cover early. Do not wait until race week: these arrangements can affect the route, timetable and number of volunteers you need.
Open registration only after the key race details are fixed. Collect dietary requirements during registration, keep the participant list current and order bib numbers and medals using the latest confirmed numbers.
Assign volunteers to specific posts rather than simply counting heads. Cover registration, route junctions, water points, the start and finish area, timing and pack-down, with walkie-talkies or mobile phones for coordination.
Prepare race-day paperwork and equipment together. Print the run sheet and participant list, sort bib numbers, fill medal bags, test the printer and timing devices, and check coolers, water containers and water bottle crates before the first runner arrives.

Frequently asked questions

How far in advance should I apply for a running race permit?: Start the permit process several months before race day, especially if the route uses public roads. The approved route and traffic requirements may determine your barriers, traffic controllers and event timetable.
How many volunteers do I need for a running race?: Plan one person for every staffed junction or operational post, then add separate cover for registration, timing, water stations, first aid and the finish area. Final numbers depend on the route, but confirm each position at least 2 weeks before the race.
When should I order race bibs and medals?: Order bib numbers once registrations are stable and you have checked the latest participant list. Place the medal order early enough to allow production and delivery before race week, then check the shipment and prepare medal bags in the final days.
What should I check the day before a running race?: Inspect the route, test timing equipment, charge phones and walkie-talkies, print the run sheet and participant list, and sort bib numbers. Also stage signs, kilometre markers, cones, barriers, water supplies and finish-line materials before race morning.

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.