Winter Run checklist: what to arrange and when

A Winter Run needs more than a route and a start time. You will need to secure locations, submit permits and traffic plans, open registration, organize volunteers and prepare first aid before race day. Cold weather also affects drinks, clothing, signage, timing equipment and the finish area. Use the checklist to work backwards from the run date, then confirm the route, supplies and volunteer assignments again during the final 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

Record date and route
2 people
Reserve start and finish location
Submit permits and notifications
Develop the traffic plan
2 people
Check the route and distances
3 people
Publish registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Brief traffic controllers
2 people
Coordinate the first aid station
2 people
Book catering
Check medal order
Make bib numbers and lists
2 people
Design route signs
Check the shopping list
2 people
Do the shopping
3 people
Sort bib numbers
2 people
Prepare route signs
2 people
Lay out medals
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the weather forecast
Prepare weather measures
2 people

Event

Open venue
2 people
Mark off the start and finish area
4 people
Place route arrows
6 people
Place kilometer markers
3 people
Place traffic barriers
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Build the catering buffet
4 people
Prepare coffee and tea
2 people
Set up lighting
3 people
Test sound system
2 people
Lay out bib numbers
2 people
Prepare first aid supplies
2 people
Register volunteers
2 people
Position traffic marshals
4 people
Check the course one last time
3 people
Register participants
4 people
Hand out race numbers
3 people
Welcome participants
2 people
Announce safety instructions
Lead the group warm-up
2 people
Get participants started
3 people
Staff route checkpoints
8 people
Staff the water station
3 people
Guide those staying behind
2 people
Register finishers
3 people
Hand out medals
3 people
Refill drinks
2 people
Serve soup and snacks
4 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Carry out award ceremony
3 people
Inform participants about departure
Complete route check
3 people
Remove traffic barriers
4 people
Catering breakdown
4 people
Clear the venue
4 people
Move materials to storage
4 people
Collect route signs
4 people
Wash dishes
3 people
Sort and remove waste
3 people

Aftercare

Clean the venue
4 people
Return borrowed materials
2 people
Return rented materials
2 people
Store leftover food
2 people
Publish results
Send thank-you message to participants
Thank volunteers
Replenish used stock
Process expense claims and invoices

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 30
Bar stoolsqty 6
Clothes racksqty 2
Storage boxesqty 10

Sports equipment

Start arch
Finish ribbon
Traffic conesqty 40
Crowd barriersqty 20
Route arrowsqty 35
Kilometer markersqty 10
Bib numbersqty 200
Safety pinsqty 400
Stopwatchesqty 4
Digital clock
Whistlesqty 12
Reflective vestsqty 20
Medalsqty 200
Route mapsqty 20

Equipment

Laptopsqty 2
Printersqty 2
Walkie-talkiesqty 10
Speakerqty 2
Microphone
Extension cordsqty 8
Power stripsqty 6
Power banksqty 8
Coolersqty 6
Thermos flasksqty 8

Lighting

Work lightsqty 6
String lightsqty 6
Headlampsqty 12

Tableware

Reusable cupsqty 250
Reusable mugsqty 80
Reusable platesqty 200
Cutlery setsqty 200
Serving spoonsqty 8
Soup ladlesqty 6

Kitchen

Soup kettlesqty 3
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Thermometerqty 2

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Thermal blanketsqty 30
Flashlightsqty 8

Decorations

Event bannersqty 6
Buntingqty 10
Arrow bannersqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4

Catering

Groceries

Tips

Set the route and distances before opening registration. Check every section in person, confirm the start and finish locations, and make sure route arrows and kilometre markers will be visible in low winter light.
Submit permits, notifications and the traffic plan early enough for review; allow at least 4–6 weeks before the run unless your local authority gives a different deadline. Keep the approved plan with the event lead.
Recruit and brief volunteers no later than 7 days before race day. Give traffic marshals, aid-station staff and finish-area helpers a written position, arrival time, contact method and weather plan.
Prepare bib numbers, participant lists and dietary requirements together. Print a spare set of lists and keep bib numbers sorted so registration does not become a queue in the cold.
Check the weather forecast 48 hours before the run and again on the morning itself. Put tents, tables, coolers, thermos flasks, power banks and backup lighting where they can be reached without crossing the runner flow.

Frequently asked questions

How far in advance should I plan a Winter Run?: Start the route, location and permit work at least 6–8 weeks before race day. Open registration only after the course, start and finish arrangements are sufficiently confirmed.
When should I recruit volunteers for a Winter Run?: Begin recruiting 4 weeks before the event and finalize assignments at least 7 days beforehand. Confirm every volunteer’s role and arrival time again 24–48 hours before the run.
How many drinks do I need for a Winter Run?: Plan at least 500 ml per participant for the finish area, plus extra hot or warm drinks if the weather is cold. Add a 10–15% reserve so volunteers and late arrivals are covered.
When should I check the weather for a Winter Run?: Check the forecast 48 hours before the event, then again on the morning of the run. Use the final check to confirm clothing, tents, signage, refreshments and any changes to the traffic or safety plan.

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.