Tunnel run checklist: what to arrange and when

A tunnel run needs more than a route and a start time. You need to secure the tunnel reservation, check permits and insurance, build a safety plan, and coordinate traffic measures before registration opens. In the final week, focus on participant information, volunteer assignments, route signs, timing equipment, starter packs, and emergency contacts. Use this checklist to keep the practical work in order and avoid discovering missing power, lighting, water, or printed lists 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

Confirm tunnel reservation
Apply for a permit
Check insurance
Finalize the route
3 people
Prepare safety plan
2 people
Set up the start and finish area
2 people
Send invitations
2 people
Open registration form
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Coordinate traffic measures
2 people
Reserve deliveries
Design race numbers
Design route signs
Test time tracking
2 people
Check the weather forecast
Send participant information
Pick up groceries
2 people
Assemble starter packs
4 people
Sort materials
3 people
Charge batteries
Print the starting lists
2 people
Print emergency contacts

Event

Open venue
2 people
Build the start and finish area
6 people
Set up barriers along the route
5 people
Put up route signs
3 people
Check the lighting
2 people
Install time tracking
2 people
Set up water stations
3 people
Set up catering
3 people
Lay out starter kits
3 people
Brief volunteers
2 people
Register participants
4 people
Hand out race numbers
3 people
Manage the cloakroom
2 people
Give the start briefing
2 people
Get participants started
4 people
Staff route checkpoint
6 people
Carry out finish registration
3 people
Present medal
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Inform participants of changes
2 people
Catch the last finishers
3 people

Aftercare

Take down finish area
5 people
Remove route barriers
5 people
Collect materials
4 people
Sort waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Secure time tracking
2 people
Collect lost and found items
2 people
Return rental items
2 people
Publish results
Send participant email
Clean up leftovers
2 people

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Foldable tablesqty 8
Folding chairsqty 30
Coat racksqty 3

Sports equipment

Bib numbersqty 200
Safety pinsqty 400
Finisher medalsqty 200
Start and finish ribbonsqty 4
Water cupsqty 500
Water pitchersqty 12
Stopwatchesqty 6
Time registration system
Clipboardsqty 8
Pensqty 40
Marking tapeqty 6
Conesqty 40
Traffic conesqty 40

Equipment

Walkie-talkiesqty 8
Mobile phone chargersqty 4
Power banksqty 6
Megaphone
Laptopsqty 2
Label printer

Lighting

LED work lightsqty 8
String lightsqty 6
Extension cordsqty 8
Power stripsqty 6

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 20
Flashlightsqty 10
Batteriesqty 40

Decorations

Route signsqty 20
Directional signsqty 12
Bannersqty 6
Plate holdersqty 20

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Serving plattersqty 12
Serving tongsqty 8
Serving Cupsqty 8

Cleaning

Waste binsqty 10
Bucketsqty 4
Broomsqty 4
Floor squeegeesqty 2

Catering

Groceries

Tips

Confirm the tunnel reservation, permit requirements, and insurance before publishing the event. Allow at least 4–6 weeks for approvals if traffic measures or public access are involved.
Finalize the route before designing signs or opening registration. Mark entrances, exits, turns, and restricted areas, then walk the route with the safety plan and volunteer positions in mind.
Test the time-tracking system and stopwatches with the actual laptops, chargers, power banks, and extension cords at least 7 days before the run. A timing setup that works indoors may still fail in a tunnel with weak reception or limited power.
Send participant information no later than 3–5 days before the event. Include arrival time, registration procedure, route details, clothing guidance, emergency contacts, dietary information deadlines, and what happens if the forecast changes.
Prepare the start and finish area the day before where possible. Sort bib numbers, safety pins, medals, water cups, signs, first-aid kits, emergency blankets, walkie-talkies, and printed starting lists into clearly labelled boxes so volunteers can set up without searching.

Frequently asked questions

How far in advance should I organize a tunnel run?: Start at least 6–8 weeks ahead. Confirm the tunnel, permits, insurance, route, traffic measures, volunteers, and registration setup first; leave the final 7 days for testing equipment and preparing materials.
Do I need a permit for a tunnel run?: Usually, you need to check with the tunnel owner and the relevant local authority before announcing the event. Begin that check 6–8 weeks before the run, especially if participants use public roads or traffic measures are required.
When should I send tunnel run participant information?: Send the final information 3–5 days before the event, after the route, start times, registration details, and safety arrangements are confirmed. Send an earlier save-the-date message when registration opens if participants need to plan travel.
What should I test before race day?: Test timing, walkie-talkies, the megaphone, LED work lights, chargers, power banks, laptops, and any registration equipment at least 7 days beforehand. Repeat a short on-site check on the day before setup, including backup power and emergency 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.