Tower Run Checklist

A tower run needs more than a course and a start time. You must secure the tower, confirm permits and insurance, build a traffic and safety plan, and arrange timing and medical support before registration opens. Later, the details that cause delays are usually bib numbers, route signs, volunteer shifts, toilets, dietary requirements and participant information. Use this checklist to work through the plan in sequence, from choosing the date and route to preparing the start-finish area.

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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

Record date and route
2 people
Apply for a permit
Reserve the tower and start location
Check insurance
Draw up traffic plan
2 people
Register support staff
Reserve timekeeping
Define participant categories
2 people
Open registration form
Send invitations
2 people
Approach sponsors
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Order race numbers
Confirm medal delivery
Design route signs
2 people
Send participant information
Create volunteer schedule
2 people
Book catering
Arrange restroom facilities
Print emergency numbers
Sort bib numbers
3 people
Check medical supplies
2 people
Do the shopping
3 people
Chill drinks
2 people
Set out route signs
2 people
Set up the start and finish area
6 people
Set up tables and chairs
4 people
Build party tents
4 people
Connect power and lighting
2 people
Mark out the route
6 people
Put up barriers
6 people
Set up registration desk
3 people
Lay out bib numbers
3 people
Test time tracking
2 people
Set up the first aid station
2 people
Refill water stations
3 people
Set up the catering buffet
3 people
Brief volunteers
3 people

Event

Check registrations
4 people
Hand out race numbers
4 people
Guide participants to the start
3 people
Supervise race start
4 people
Staff the route post
8 people
Operate timekeeping
2 people
Register finishers
3 people
Present medal
3 people
Hand out water at the finish
3 people
Refill drinks
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Clear away waste and glass
3 people
Check results
2 people
Support awards ceremony
3 people
Inform participants about departure
2 people

Aftercare

Remove route barriers
6 people
Take down tents and furniture
5 people
Switch off equipment
2 people
Clean the grounds
5 people
Wash dishes and supplies
3 people
Dispose of waste
3 people
Return borrowed materials
2 people
Export time tracking data
Publish results
Send thank-you message
Register lost items

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 40
Bar stoolsqty 6
Crowd barriersqty 40
Waste binsqty 12

Tableware

Reusable cupsqty 500
Reusable coffee cupsqty 250
Platesqty 350
Cutlery setsqty 350
Serving plattersqty 20
Coffee potsqty 6
Thermos flasksqty 8

Decorations

Start-finish bannersqty 2
Buntingqty 12
Balloon archesqty 2
Stage ribbonqty 2
Prize trophiesqty 12

Equipment

Handheld microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Power banksqty 6
Walkie-talkiesqty 12
Stopwatchesqty 6
Tabletsqty 4
Label printersqty 2

Sports equipment

Bib numbersqty 350
Race bib strapsqty 350
Finisher medalsqty 350
Route arrowsqty 45
Kilometer markersqty 12
Water dispensersqty 8
Drink cups for routeqty 800
Conesqty 60
Barrier tapeqty 20
Starter pistol
Clipboardsqty 12
Pensqty 60
Spare shoelacesqty 20

Kitchen

Coolersqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Serving spoonsqty 8
Thermos dispensersqty 6
Induction hobsqty 2
Kettlesqty 3
Refrigeratorsqty 2

Cleaning

Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Cleaning glovesqty 12
Trash bag holdersqty 12

Lighting

LED lampsqty 10
Work lightsqty 4
Flashlightsqty 12

Safety

First aid kitsqty 3
Blanketsqty 20
Safety vestsqty 30
Nitrile glovesqty 200
Flashlights for traffic postsqty 10

Catering

Groceries

Tips

Fix the date, route, tower and start location before opening registration. Permit approval, insurance checks and the traffic plan can take several weeks, so do not treat them as race-week tasks.
Set registration deadlines for more than participant numbers. Leave time to collect dietary requirements, sort bib numbers, order race bibs and straps, and confirm medal delivery before race day.
Build the volunteer schedule around fixed posts: registration, route points, start-finish, timing, refreshments and medical support. Give each team a named lead and provide walkie-talkies where posts cannot see one another.
Test the timing setup before participants arrive. Check stopwatches, tablets, label printers, power banks, extension cords and power strips, then keep printed emergency numbers at the registration and finish areas.
Plan the finish area for people who have just completed the climb. Reserve space for barriers, toilets, waste bins, tables, reusable cups, catering and the prize presentation instead of adding them after the route is set.

Frequently asked questions

How far in advance should I organise a tower run?: Start planning at least 8 to 12 weeks before the event. Apply for the permit, reserve the tower and start location, check insurance, and create the traffic plan before opening registration.
When should registration open for a tower run?: Open registration only after the date, route, tower and start location are confirmed. Close it early enough to allow at least 10 to 14 days for bib sorting, dietary requirements, participant information and final volunteer planning.
How many volunteers do I need for a tower run?: Count one person for registration, one for timing, one for medical coordination, and at least one at every route or access point that needs supervision. Add a named reserve for each key station and publish the schedule at least 7 days beforehand.
When should I order race numbers and medals?: Order race numbers and bib straps as soon as registration numbers are stable, ideally 3 to 4 weeks before the run. Confirm medal delivery no later than 14 days before the event so there is time to resolve delays.

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