Running race checklist: from route to finish line

A running race involves more than marking a route and handing out medals. You need time for permits, traffic measures, registration, timing, volunteers and a race-day setup that works before the first runner arrives. This checklist puts the work in a practical order, from defining the competition and booking the start and finish area to checking signs, bib packs, first aid supplies and drinks. Use it to see what needs to happen early and what can wait until race week.

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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
Set out the running route
3 people
Apply for a permit
Reserve start and finish location
Apply for traffic measures
Recruit volunteers
2 people
Send invitations
2 people
Publish registration form
Order race numbers
Order medal design
Arrange timekeeping
2 people
Process registrations
2 people
Collect dietary requirements
Create volunteer schedule
2 people
Check the route again
3 people
Print participant list
Assemble race number packs
3 people
Set up the medals and prizes table
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare route signs
2 people
Check first aid supplies

Event

Set up the race number desk
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up the start and finish arch
3 people
Mark route
6 people
Set up barriers
4 people
Set up water station
3 people
Set up first aid table
2 people
Test time tracking
2 people
Hand out race numbers
4 people
Register participants
2 people
Open baggage check-in
2 people
Test the PA system
2 people
Give participant briefing
2 people
Set up the start zone
3 people
Start the running race
4 people
Staff route checkpoint
8 people
Register finishers
3 people
Present medals to finishers
3 people
Distribute water and fruit
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Check results
2 people
Present prizes
3 people
Play the finish music
Return luggage
2 people
Inform participants about the results

Aftercare

Remove route signs
5 people
Take down barricades
4 people
Take down tents
4 people
Clear tables and chairs
4 people
Collect waste
4 people
Wash dishes
2 people
Clean the venue
4 people
Inventory competition equipment
2 people
Publish results
Share photos with participants
Return rental items
2 people
Process lost and found items

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 20
Crowd control barriersqty 30
Clothes racksqty 4

Sports equipment

Bib numbersqty 180
Start number bandsqty 200
Safety pinsqty 400
Finish ribbon
Traffic conesqty 40
Route arrowsqty 35
Kilometer markersqty 10
Disposable cupsqty 600
Running medalsqty 180
Starter pistol
Stopwatchesqty 4
Clipboardsqty 10
Markersqty 20
First aid kitsqty 3
Ice packsqty 12
Emergency blanketsqty 10
Disposable glovesqty 100

Equipment

PA system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Coolersqty 6
Handheld megaphonesqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Water jugsqty 8

Decorations

Competition flagsqty 20
Stage ribbonsqty 3
Information boardsqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Start permits, traffic measures and location bookings early. Allow at least 8 to 12 weeks for approvals and coordination, especially if the route uses public roads.
Set a clear registration deadline, then print the participant list and assemble bib-number packs several days before race day. Keep spare bibs, safety pins and start-number bands at the desk.
Walk or cycle the full route again during race week. Check every arrow, kilometre marker, cone and barrier, because construction, parked cars or weather can make an earlier route plan unusable.
Build the volunteer schedule around fixed posts: registration, route marshals, start and finish, drink points, timing and first aid. Give every volunteer their position and arrival time at least 3 days beforehand.
Set up tents, tables, chairs, the PA system and medal table before the start area becomes busy. Chill drinks overnight, test microphones and timing equipment, and keep extension cords and power banks away from wet areas.

Frequently asked questions

How far in advance should I organise a running race?: Start planning at least 3 to 6 months ahead. Submit permit and traffic-management requests 8 to 12 weeks before race day, then open registration once the route and key logistics are confirmed.
How many volunteers do I need for a running race?: Plan for at least 1 volunteer at registration, 1 at timing, 1 at the finish and 1 at every route point that needs supervision. For a larger field, add roughly 1 route marshal per kilometre or per busy crossing.
When should I prepare race numbers and participant packs?: Order bib numbers and number bands at least 4 weeks before the race. Print the final participant list and assemble the packs 2 to 5 days before the event, leaving time to handle late changes.
What should I check the day before a running race?: Walk the route, confirm volunteers, test timing and the PA system, and check first aid supplies the day before. Prepare signs, cones, medals, drinks and tables so race-day setup only requires placement and final testing.

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.