Wheelchair Run Checklist

Organizing a wheelchair run takes more than marking out a start and finish. The course must be checked for accessibility, traffic measures and medical support must be arranged, and every participant needs clear information before race day. This checklist puts the work in a practical order, from choosing the date and route to preparing bib numbers, timing, volunteers, refreshments and finish-line equipment. Use it to spot details that are easy to leave until the last week.

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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 the event date
2 people
Plan the course
3 people
Check course accessibility
3 people
Apply for permits
Check insurance
Reserve start and finish location
Apply for traffic measures
Arrange medical support
Arrange timekeeping
Recruit volunteers
2 people
Send invitations
2 people
Open registrations
Post promotion online
2 people
Process registrations
2 people
Collect dietary requirements
Publish route map
Assign volunteers
2 people
Prepare a volunteer briefing
2 people
Send participant information
Design race numbers
Print race numbers
2 people
Prepare route signs
2 people
Prepare medal labels
2 people
Order catering
Reserve materials
Assign traffic posts
2 people
Check the weather forecast
Do the shopping
3 people
Assemble starter packs
4 people
Bring materials to the venue
4 people

Event

Clear the venue
4 people
Place traffic barriers
6 people
Build the start and finish arch
4 people
Set up tables and chairs
4 people
Set Up Tent and Info Point
4 people
Place route arrows
6 people
Set up drink stations
4 people
Set out first aid supplies
2 people
Test sound equipment
2 people
Lay out bib numbers
2 people
Prepare coffee and tea
3 people
Prepare snacks
3 people
Brief volunteers
3 people
Receive participants
4 people
Hand out starter packs
4 people
Guide parking spaces
4 people
Guide the audience to sections
4 people
Give the opening speech
Start wheelchair run
3 people
Staff route checkpoints
12 people
Carry out time tracking
3 people
Guide participants
8 people
Refill drinks
3 people
Serve snacks
3 people
Assist with the medal ceremony
3 people
Register finishers
2 people
Inform visitors
2 people
Empty waste stations
2 people
Close off the route
6 people
See participants off
3 people

Aftercare

Clean up catering
4 people
Dismantle furniture
5 people
Remove traffic materials
6 people
Collect route signs
4 people
Collect waste
4 people
Clean the venue
4 people
Return materials
4 people
Return borrowed items
2 people
Store leftover stock
2 people
Send a thank-you gift to participants
Publish results
Share photos

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 12
Chairsqty 40
Bar stoolsqty 6
Tableclothsqty 12
Stage blocksqty 2

Sports equipment

Bib numbersqty 150
Safety pinsqty 300
Finish ribbonsqty 150
Commemorative medalsqty 150
Route arrowsqty 40
Kilometer markersqty 6
Crowd control barriersqty 30
Traffic conesqty 80
Warning signsqty 20
Start mat
Finish mat
Disposable cupsqty 600
Drink cratesqty 12
Coolersqty 6
Thermal labelsqty 20
Spare tiresqty 10
Hand pumpsqty 4
Wheelchair tool kitsqty 3
Securing strapsqty 12
Stopwatchesqty 6
Clipboardsqty 12
Pensqty 40

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Laptop
Printer
Timekeeping scannerqty 2

Lighting

LED work lightsqty 6
String lightsqty 4
Flashlightsqty 12

Tableware

Reusable mugsqty 100
Reusable glassesqty 150
Reusable platesqty 150
Reusable cutleryqty 150

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 6
Cutting boardsqty 3
Knivesqty 6
Scissorsqty 4

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 6
First aid kitsqty 3
Fire extinguishersqty 3

Decorations

Start/finish arch
Buntingqty 8
Event bannersqty 6
Arrow bannersqty 10

Catering

Groceries

Tips

Check the full course with a wheelchair before publishing it. Record surface changes, narrow sections, steep slopes, crossings and accessible toilets, then include the route map and any limitations in the participant information.
Start permit, insurance and traffic-management applications early. Set an internal deadline at least 8–12 weeks before the run so approvals do not delay route signs, barriers or road closures.
Open registrations only after the course and support plan are confirmed. Ask about wheelchair type, assistance needs and dietary requirements, then send final participant information at least 7 days before the event.
Brief volunteers in person or online no later than 48 hours before the start. Give each person a fixed position, a radio or contact method, instructions for crossings and a clear procedure for reporting a medical or equipment problem.
Prepare a small repair point at the start or finish with spare tires, hand pumps, wheelchair tool kits and securing straps. Test the timing system, sound system, microphones, start mat and finish mat before participants arrive.

Frequently asked questions

How far in advance should I organize a wheelchair run?: Begin planning at least 3–6 months before the event. Aim to have the date, route, accessibility check, permits, insurance, traffic measures and medical support confirmed 8–12 weeks beforehand.
What should a wheelchair run route checklist include?: Check the entire route for width, surface quality, slopes, kerbs, crossings, accessible toilets and safe turning points. Mark hazards and publish the final route map at least 7 days before the run.
How many volunteers do I need for a wheelchair run?: Set a named volunteer position for every crossing, aid point, start and finish area, registration desk and course section needing supervision. Finalize the rota at least 48 hours before the event and add reserves for late cancellations.
When should wheelchair run participants receive event information?: Send the confirmed start time, route map, access instructions, parking or drop-off details, safety information and contact number at least 7 days before the event. Send any last-minute changes immediately after they are confirmed.

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.