Sponsored run checklist

A sponsored run needs more than a route and a registration form. You must secure the starting location, check whether a route permit and traffic controllers are required, and set up a clear system for sponsors, runners and volunteers. Work backwards from race day so deliveries, bib numbers, water stations and safety equipment are ready before participants arrive. This checklist puts the main planning decisions in a practical order.

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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

Reserve starting location
Map out the route
2 people
Apply for a route permit
Request traffic controllers
Set the sponsorship goal
2 people
Create registration form
Send invitations
2 people
Distribute sponsor forms
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Carry out a route check
2 people
Develop safety plan
2 people
Check the weather forecast
Create final participant list
2 people
Assign starter groups
2 people
Send participant information
Confirm deliveries
Sort bib numbers
2 people
Sort sponsor forms
2 people
Do the shopping
2 people
Collect materials
3 people
Prepare route signs
2 people
Prepare water stations
2 people
Lay out bib numbers
2 people
Set up registration tables
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up the start and finish arch
3 people
Set up route arrows
4 people
Place barrier tape along the route
3 people
Set up water stations
4 people
Connect the sound system
2 people
Set up first aid table
2 people
Set up catering
3 people
Welcome volunteers
2 people
Brief volunteers
3 people

Event

Register participants
4 people
Hand out race numbers
3 people
Collect sponsor forms
2 people
Guide participants to the start
3 people
Give the signal
2 people
Staff route checkpoint
8 people
Monitor traffic points
6 people
Encourage participants
4 people
Hand out water
4 people
Refill drinks
2 people
Keep track of finish times
3 people
Provide first aid
2 people
Hand out fruit and snacks
3 people
Congratulate finishers
2 people
Check the result
2 people
Present prizes
2 people
Give a thank-you speech
Serve evening catering
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check out the last participants
2 people
Deregister route marshal
2 people

Aftercare

Collect route signs
4 people
Remove barrier tape
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Switch off equipment
2 people
Wash dishes
3 people
Clean up catering
3 people
Clean the venue
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Collect sponsor contributions
2 people
Track donations
2 people
Send thank-you messages
2 people
Announce the proceeds

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Buffet tablesqty 4
Folding chairsqty 40
Bar stoolsqty 8
Tableclothqty 8

Sports equipment

Start and finish arch
Conesqty 40
Route arrowsqty 35
Kilometer markersqty 10
Bib numbersqty 250
Start number bandsqty 250
Stopwatchesqty 4
Whistlesqty 12
Crowd control barriersqty 12
Barrier tapeqty 8
Medalsqty 20
Prizesqty 6
Clipboardsqty 12
Pensqty 40
Sponsor formsqty 250
Wristbandsqty 250
Route mapsqty 100

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 300
Reusable platesqty 150
Reusable cutleryqty 180
Coffee cupsqty 80
Water jugsqty 12
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Pliersqty 6
Ice packsqty 24

Decorations

Balloonsqty 100
Balloon pumpqty 2
Sponsor bannersqty 12
Welcome sign
Chalkboardsqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Start with the route and permissions. Reserve the starting location first, map the route, then allow enough time to apply for a route permit and request traffic controllers before invitations go out.
Set the sponsorship goal before creating the registration form. Include space for dietary requirements and sponsor details, then distribute sponsor forms early rather than trying to collect them during registration.
Complete a physical route check before race day. Confirm every arrow and kilometre marker, identify points needing cones or barriers, and make sure volunteers know where to stand.
Create the final participant list before assigning starter groups. Sort bib numbers and start number bands against that list, then send participant information with arrival instructions and group times.
Treat water stations and power as separate logistics jobs. Prepare reusable cups, water jugs and coolers in advance, and test the mobile sound system, microphones, extension cords and power banks before setup begins.

Frequently asked questions

How far in advance should I organise a sponsored run?: Start at least 8 to 12 weeks before the run. This gives you time to reserve the starting location, apply for a route permit, recruit volunteers, collect registrations and confirm deliveries.
How many volunteers do I need for a sponsored run?: Plan at least 1 volunteer for registration, each water station and each major crossing, plus 1 overall coordinator. Add extra people for route marking, safety support and the start-and-finish area.
When should I send sponsored run participant information?: Send the final participant information 3 to 5 days before the event, after the participant list and starter groups are confirmed. Include the meeting point, arrival time, bib instructions, route details and what runners should bring.
When should I prepare the race route and water stations?: Prepare signs, cones and kilometre markers the day before, then carry out a final route check on event morning. Set up water stations before runners arrive and keep spare cups and water available throughout the run.

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.