Running race checklist: what to arrange and when

A running race needs more than a route and a starting line. You need time to secure permits, arrange traffic marshals and first-aid cover, open registration, and prepare accurate timing. This checklist takes you from the race format and course plan to bib sorting, volunteer instructions and route signs. Use it to see what must be booked early, what can wait until race week, and what is easy to overlook on 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 competition format
2 people
Set out the course
3 people
Apply for the course permit
Reserve starting location
Request traffic control
Arrange first aid staffing
Arrange timekeeping
2 people
Create Bib Design
Open registration form
Send invitations
2 people
Publish competition information
Process registrations
2 people
Collect dietary requirements
Register volunteers
2 people
Assign traffic posts
2 people
Assign starter groups
2 people
Carry out a route check
3 people
Order print materials
Order medals
Check the shopping list
2 people
Reserve sports equipment
Sort bib numbers
3 people
Print volunteer instructions
Prepare course signs
2 people
Print route maps
Do the shopping
3 people
Chill drinks
2 people
Lay out bib numbers
2 people
Load equipment
4 people
Check the weather forecast

Event

Mark off the starting area
4 people
Set up registration tables
3 people
Build party tents
6 people
Set up the sound system
2 people
Set up water stations
4 people
Place the course markings
6 people
Staff traffic posts
12 people
Set up the first aid station
2 people
Register volunteers
2 people
Hand out race numbers
4 people
Process late registrations
2 people
Inform participants
2 people
Set up the start zone
4 people
Lead the warm-up
2 people
Start the competition
3 people
Record split times
4 people
Guide participants
6 people
Hand out water
6 people
Refill drinks
2 people
Register finishers
4 people
Present medal
3 people
Hand out fruit and snacks
4 people
Check results
2 people
Present prizes
3 people
Check out participants
2 people
Clear the course
4 people

Aftercare

Remove course markings
6 people
Remove traffic materials
4 people
Take down tents and tables
6 people
Gather sports equipment
4 people
Collect waste
4 people
Clean the start area
4 people
Clean tableware and supplies
3 people
Publish results
Return borrowed materials
2 people
Store leftover materials
2 people
Collect expenses

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 6
Foldable tablesqty 8
Folding chairsqty 30
Waste binsqty 12

Sports equipment

Bib numbersqty 350
Start number bandsqty 350
Finish medalsqty 350
Course signsqty 40
Directional signsqty 60
Crowd control barriersqty 30
Traffic conesqty 80
Ribbonqty 10
Stopwatchesqty 6
Backpacks for the courseqty 6
Stage blocksqty 3
First aid kitsqty 3
Emergency blanketsqty 20
Disposable glovesqty 100
Cool bagsqty 4
Ice packsqty 20
Conesqty 30
Starting ribbon
Finish arch
Clipboardsqty 12
Pensqty 40
Notepadsqty 12
Route mapsqty 80
Volunteer vestsqty 30
Safety vestsqty 20
Prizesqty 12

Equipment

Laptopqty 2
Tabletsqty 4
Mobile phonesqty 8
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 8
Walkie-talkiesqty 12
Printer

Catering

Water cupsqty 800
Paper coffee cupsqty 300
Napkinsqty 1000
Serving traysqty 12
Coolersqty 8
Water jugsqty 20
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Pliersqty 8
Scissorsqty 8

Lighting

Battery lampsqty 8

Cleaning

Trash bag holdersqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Toilet paper rollsqty 24
Hand soap dispensersqty 6
Paper towel holdersqty 6

Groceries

Groceries

Tips

Start with the race format, course and backup starting location before opening registration. Permit applications, traffic arrangements and route changes can take longer than expected.
Set a firm deadline for registrations and dietary requirements, then assign starter groups from the final list. Sort bib numbers and print volunteer instructions only after the participant data is stable.
Test the timing setup before race day, including the laptop, tablets, stopwatches, phones, power banks and backup power. A short trial prevents missing finish times when a device or connection fails.
Walk the full course during the route check, not just the start and finish. Confirm every arrow sign, barrier, cone, traffic post and first-aid position, and pack route equipment in clearly marked backpacks.
Prepare the start and finish area the day before where possible. Tents, tables, chairs, registration materials, medals, sound equipment and waste bins take longer to place than expected once participants arrive.

Frequently asked questions

How early should I apply for a running race route permit?: Start the permit process as soon as the course and date are fixed, preferably at least 8 to 12 weeks before the race. You may also need time to arrange traffic marshals and adjust the route after feedback.
How many volunteers do I need for a running race?: Plan at least one volunteer for registration, one starter, one finish or timing helper, and one person at each traffic or course-control point. Add a coordinator and reserve helpers, then confirm the final number after the route check.
When should I close running race registration?: Close registration early enough to process the list, collect dietary requirements and assign starter groups. A practical deadline is 3 to 7 days before the race, depending on how many bibs, medals and printed materials must be prepared.
What equipment is easy to forget for race day?: Commonly missed items include extension cords, power strips, power banks, spare phone batteries, walkie-talkies, route maps and emergency blankets. Check these at least 48 hours before the start and pack backups for timing and communication.

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.