Running race checklist: what to arrange and when

A running race involves more than marking a route and handing out medals. You need to confirm the distances and course, check traffic risks, arrange permits and insurance, and give volunteers clear checkpoint duties. Participant information, bib numbers, timing equipment, water stations and finish-line setup also need deadlines. Use this checklist to work through the planning in order, so late registrations, missing route signs or an understaffed start do not derail race day.

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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

Set the match date
2 people
Set race distances
2 people
Set start and finish locations
2 people
Set out the running route
3 people
Check route for traffic risks
3 people
Submit permit application
Register traffic controllers
Check insurance details
Publish registration form
Send invitations
2 people
Promote the competition
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Brief traffic controllers
2 people
Assign route checkpoints
2 people
Publish start times
Send participant information
Design race numbers
Print race numbers
2 people
Assemble participant packs
3 people
Check medal stock
Purchase prizes and cups
Make reservations
Do the shopping
3 people
Set up start and finish materials
4 people
Sort route signs
2 people
Check the weather forecast
Confirm route and traffic plan
2 people
Clean the grounds
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Build the start arch
3 people
Build the finish arch
3 people
Set up the bib number desk
3 people
Set up the registration table
2 people
Set up the sound system
2 people
Test power supply
2 people
Place route arrows
5 people
Place kilometer markers
3 people
Set up the drink stations
4 people
Prepare first aid supplies
2 people

Event

Hand out race numbers
4 people
Process late registrations
2 people
Guide Participants to Start Corrals
3 people
Give the opening instructions
Provide the starting signal
2 people
Staff route checkpoints
10 people
Manage traffic flow
8 people
Distribute drinks
6 people
Refill drinks
3 people
Register finishers
3 people
Handle medal distribution
3 people
Serve recovery snacks
4 people
Keep the finish area clean
2 people
Register first aid reports
2 people
Track live scores
2 people
Check results
2 people
Carry out the awards ceremony
3 people
Give a thank-you speech

Aftercare

Remove route signs
5 people
Remove traffic materials
4 people
Take down tents and decor
5 people
Take down the sound system
2 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Publish results
Share photos with participants
Register lost property
Inventory materials
2 people
Return borrowed materials
2 people
Dispose of waste
2 people
Thank participants
2 people
Thank volunteers
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 30
Start arch
Finish arch
Crowd control barriersqty 20
Clothes racksqty 2
Stage blocksqty 3

Sports equipment

Route arrowsqty 45
Kilometer markersqty 12
Bib numbersqty 350
Bib holdersqty 250
Medal ribbonsqty 250
Finish timer
Stopwatchesqty 4
Whistlesqty 12
Traffic conesqty 40
Drink Cups for Stationsqty 1200
Water jerry cansqty 12
Coolersqty 8
Blanketsqty 20
Traffic controller vestsqty 12
Volunteer vestsqty 20
Stage cupsqty 9

Equipment

Speakersqty 2
Wireless microphone
Mixer
Extension cordsqty 6
Power stripsqty 4
Mobile chargersqty 6
Walkie-talkiesqty 12
Laptopqty 2
Printer
Payment terminalqty 2

Tableware

Reusable cupsqty 300
Reusable platesqty 200
Reusable cutleryqty 250
Coffee potsqty 4
Thermos flasksqty 6
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 6
Serving tongsqty 6
Coolersqty 4
Kettlesqty 2

Decorations

Bannersqty 8
Competition flagsqty 12
Arrow board holdersqty 20

Lighting

LED lightsqty 6
Battery lanternsqty 6

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Broom setsqty 3
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20

First aid

First aid kitsqty 3
Disposable glovesqty 50
Bandagesqty 100
Athletic tapeqty 6
Gauze padsqty 30
Disinfectantqty 3
Cold packsqty 12

Catering

Groceries

Tips

Set the route and distances before opening registration. Participants need the exact course, start and finish locations, and published start times before they sign up.
Submit permit and traffic-control arrangements early enough to allow corrections. Check every crossing and high-risk road section, then brief controllers on their exact positions and duties.
Recruit more volunteers than the number of checkpoints alone suggests. You still need people for registration, participant packs, water stations, the finish area and last-minute cover.
Prepare bib numbers and participant packs after registrations close or reach a firm cutoff. Keep a separate list for late changes, dietary requirements and people who need collection on race day.
Test the finish timer, stopwatches, microphone, speakers and power setup before runners arrive. Count water cups, jerry cans, coolers, route arrows and kilometre markers at the same time, rather than discovering shortages during the race.

Frequently asked questions

How far in advance should I organise a running race?: Start planning at least 12 weeks before race day. Allow extra time for permits, insurance checks, traffic arrangements, volunteer recruitment and publishing the registration form.
When should I close running race registration?: Set a registration cutoff 7 to 14 days before the race if you need time to update the participant list, print bib numbers and assemble participant packs. Keep a process for late entries if you accept them.
How many volunteers do I need for a running race?: Plan at least one trained person for every route checkpoint, plus separate cover for registration, water stations, the start, the finish and participant support. Add 10% to 20% extra volunteers for breaks and absences.
How much water do I need for a running race?: Estimate around 250 to 500 ml per runner for each water station, then add at least 20% for warm weather, spills and volunteers. Prepare the cups, water containers and coolers before the route is opened.

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.