Street Run Checklist: What to Arrange and When

A street run needs more than a marked route and a finish line. You have to secure the date, permit and locations first, then arrange traffic control, first aid, timing, registration and volunteers. In the final days, small details such as resident notices, bib numbers, route arrows, medals and filled coolers can still cause delays. This checklist puts the work in a practical order, so you can prepare the course and participant area without leaving race-day essentials until the last minute.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and route
2 people
Apply for a permit
Draw up traffic plan
2 people
Book first aid and traffic marshals
Reserve start and finish location
Reserve timekeeping
Approach sponsors
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Order race numbers
Confirm medal delivery
Prepare route briefing
2 people
Inform residents along the route
2 people
Brief traffic controllers
2 people
Check the first aid plan
2 people
Check the weather forecast
Do the shopping
3 people
Sort bib numbers
3 people
Prepare route signs
2 people
Fill participant bags
4 people
Fill coolers
2 people
Set out weather protection
2 people

Event

Build the start and finish area
8 people
Set up party tents
6 people
Set up tables and chairs
4 people
Set up start arch
4 people
Set up barriers along the route
8 people
Place route arrows
6 people
Place kilometer markers
3 people
Set up water station
4 people
Set up the first aid station
3 people
Set up registration tables
4 people
Test time tracking
2 people
Test music and microphone
2 people
Welcome volunteers
2 people
Staff volunteer stations
12 people
Register participants
6 people
Hand out race numbers
4 people
Guide participants to the start
3 people
Deliver the welcome speech
Give the starting signal
Monitor route checkpoints
12 people
Hand out water
5 people
Refill drinks
2 people
Provide first aid
3 people
Record times
3 people
Receive finishers
4 people
Hand out medals
3 people
Serve fruit and snacks
4 people
Serve coffee and tea
2 people
Check results
2 people
Prepare awards ceremony
3 people
Handle prize ceremony
3 people
Inform participants about the results
Remove route barriers
8 people
Collect lost property
2 people
Collect waste
6 people

Aftercare

Take down tents and equipment
8 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
6 people
Check toilets
2 people
Switch off equipment
2 people
Take out the trash
3 people
Publish results
Thank participants
Return borrowed materials
2 people
Handle the deposit and keys
Restock first aid supplies

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 20
Registration tablesqty 4
Waste binsqty 8

Sports equipment

Bib numbersqty 250
Race bib strapsqty 250
Finish mat
Start arch
Medalsqty 250
Kilometer markersqty 10
Route arrowsqty 30
Traffic conesqty 80
Crowd barriersqty 20
Barrier tapeqty 12
Timing matsqty 2
Stopwatchesqty 4
Whistlesqty 15
Safety vestsqty 20
Route mapsqty 30
Prizesqty 12

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Serving jugsqty 8

Equipment

Portable Sound System
Wireless microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Mobile phonesqty 6
Power banksqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Cool bagsqty 4

Cleaning

Trash bag holdersqty 8
Bucketsqty 4
Spongesqty 10
Cleaning clothsqty 20
Broom setsqty 3
Mopsqty 3
Hand soap dispensersqty 4

Lighting

Work lightsqty 4
Battery lanternsqty 8

Catering

Groceries

Tips

Start with the date, route and permit before opening registration. A traffic plan, resident notice and bookings for first aid and traffic marshals may need to be confirmed weeks before race day.
Set up separate registration and finish areas. Allow room for registration tables, bib distribution, the finish mat, timing equipment, medals and a clear route for runners leaving the finish.
Give every volunteer a named position and a written briefing at least 3–7 days before the run. Include route maps, safety vests, whistles and instructions for reporting incidents.
Prepare route equipment in numbered groups the day before. Count the kilometer markers, route arrows, cones, barriers and barrier tape, then load them in the order they will be placed.
Check the weather forecast 24 hours before the start and adjust the water and shelter setup. Fill coolers, prepare reusable cups and check the portable sound system, microphone, extension cords and power strips before volunteers arrive.

Frequently asked questions

How far in advance should I organise a street run?: Begin planning at least 8–12 weeks before the event. Secure the route, date, permit, start and finish location, first aid, traffic marshals and timing before publishing registration.
What do I need for a street run registration area?: Plan registration tables, bib numbers, bib straps, route maps and volunteer instructions. Have the area ready at least 60 minutes before the start, with a separate queue if late registrations are allowed.
When should residents along the street run route be informed?: Send the route and access information at least 7 days before race day, and repeat key road-closure details 24–48 hours beforehand. Include a contact person for questions and access problems.
How many volunteers are needed for a street run?: The number depends on route length and crossings, but assign at least one trained person to every controlled junction, plus separate teams for registration, start, finish, first aid support and course setup. Finalise the roster 1–2 weeks before 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.