Running race checklist: what to arrange and when

A running race involves more than marking out a route and handing out medals. You need to secure permits, traffic measures, insurance, toilets, timing and a start-finish location before registrations open. In the final week, focus on the course, bib numbers, volunteer roles, weather and participant information. This checklist gives you a practical order for organising the race, from choosing the competition format to testing the results process and preparing race-day equipment.

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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 competition format
2 people
Set out the course
3 people
Check the course for safety
3 people
Apply for a permit
Apply for traffic measures
Reserve start and finish location
Reserve toilets
Reserve timekeeping
Check insurance
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Order prizes and medals
Order race numbers
Recruit volunteers
2 people
Assign volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Publish route map
Check the starting list
2 people
Test results format
2 people
Check the weather forecast
Sort bib numbers
3 people
Assemble participant packs
4 people
Do the shopping
2 people
Collect materials
3 people
Chill drinks
2 people
Inspect the course again
3 people
Prepare route checkpoints
4 people

Event

Set out the start and finish area
6 people
Set up tents
6 people
Set up tables and chairs
5 people
Set up registration desk
3 people
Install time tracking
2 people
Test sound system
2 people
Put up route signs
6 people
Set up traffic barriers
6 people
Brief traffic controllers
2 people
Set up the first aid station
3 people
Set up water stations
6 people
Set up finish arch
4 people
Lay out bib numbers
3 people
Register participants
5 people
Hand out race numbers
4 people
Open the dressing rooms
2 people
Clear the course
6 people
Guide participants to the start
4 people
Give the start briefing
2 people
Start the competition
3 people
Staff route checkpoints
12 people
Hand out water
6 people
Register finishers
3 people
Present medal
4 people
Refill drinks
3 people
Serve fruit and snacks
4 people
Handle first aid requests
3 people
Welcome arriving runners
3 people
Check intermediate standings
2 people
Check prize winners
2 people
Support awards ceremony
4 people
Publish official results
2 people
Guide the last participants
3 people
Dismantle route checkpoints
6 people
Remove traffic barriers
6 people

Aftercare

Dismantle the finish area
6 people
Collect waste
6 people
Clean the grounds
5 people
Sort materials
4 people
Send results to participants
Register lost and found items
Return borrowed materials
3 people
Return rental items
3 people
Clean up leftovers
3 people
Check deposit materials
2 people
Collect invoices
Archive photo material
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Buffet tablesqty 6
Chairsqty 30
Foldable tablesqty 4
Changing room screensqty 6

Sports equipment

Bib numbersqty 500
Race bib strapsqty 500
Medal ribbonsqty 500
Finisher medalsqty 500
Starter pistol
Spare cartridgesqty 10
Traffic conesqty 80
Barrier tapeqty 12
Route arrowsqty 40
Kilometer markersqty 10
Warning signsqty 20
Traffic barriersqty 30
Reflective vestsqty 25
Start and finish arch
Timing matsqty 2
Time-tracking chipsqty 500
Stopwatchesqty 6
Clipboardsqty 12
Pensqty 50
Emergency blanketsqty 20
Cool bagsqty 10

Equipment

Megaphoneqty 2
Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable work lightsqty 6
Coolersqty 8
Power banksqty 6

First aid

First aid kitsqty 3
Disposable glovesqty 100
Bandagesqty 200
Sterile compressesqty 50
Elastic bandagesqty 20
Disinfectantqty 4
Athletic tapeqty 12
Instant cold packsqty 20

Tableware

Reusable cupsqty 600
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 20

Kitchen

Water jugsqty 12
Thermos flasksqty 8
Serving jugsqty 8
Cutting boardsqty 4
Knivesqty 8
Pliersqty 8
Ice cube traysqty 6

Decorations

Start flagsqty 6
Finish flagsqty 6
Stage blocksqty 3
Trophiesqty 12
Result boardsqty 2

Cleaning

Waste binsqty 20
Dustpan and brushqty 4
Bucketsqty 6
Broomqty 4
Mopqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Apply for permits and traffic measures as soon as the route and date are known. Allow at least 8 to 12 weeks for approvals, especially if roads or public spaces are involved.
Close registration early enough to sort bib numbers and the starting list. A deadline 5 to 7 days before race day gives you time to print information, prepare race packs and handle changes.
Walk or cycle the full course during the week before the race and again on race morning. Check crossings, loose surfaces, unclear turns and places where cones, arrows, barriers or warning signs could be moved.
Assign every volunteer a specific location, shift and backup contact. Send the final briefing at least 48 hours before the start, including arrival time, reflective-vest requirements and what to do if a runner needs help.
Test the complete timing and results workflow before participants arrive. Check timing mats, tracking chips, stopwatches and the results format, then keep a manual backup with clipboards and pens.

Frequently asked questions

How far in advance should I organise a running race?: Start planning at least 3 to 6 months ahead. Apply for permits, traffic measures, insurance and key bookings 8 to 12 weeks before race day, then open registration once the route and rules are confirmed.
When should I close registration for a running race?: Close registration 5 to 7 days before the event if you are preparing printed bib numbers and a fixed starting list. This leaves time to sort race packs, check dietary requirements and send final participant information.
How many volunteers do I need for a running race?: Plan one volunteer for each staffed crossing or course point, plus people for registration, the start and finish, refreshments and results. For a small race, begin with roughly 1 volunteer per 20 to 30 runners and add more for complex routes.
What should I do the week before a running race?: Confirm the weather, bookings, insurance, volunteers and starting list 5 to 7 days before the race. Walk the course, test the timing setup, prepare bib numbers and send participants the route map, rules and arrival instructions at least 48 hours in advance.

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.