Zombie Run Checklist: What to Arrange and When

A zombie run needs more than a route and a group of actors. You have to coordinate permits, insurance, emergency access, obstacles, registration, starter groups and volunteers before race day. This checklist puts the work in a practical order, from recording the date and route to checking the weather forecast. It also covers details people often leave too late, such as briefings, route signs, wristbands, first aid equipment and clear communication between start, obstacles and finish.

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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 the venue and starting point
Arrange permits and notifications
2 people
Check insurance
Prepare safety plan
2 people
Inspect route
3 people
Set obstacles and zones
3 people
Inform emergency services
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Select zombie actors
2 people
Assign starter groups
2 people
Create volunteer briefing
Create the zombie briefing
Design race numbers
Design route signs
Order wristbands and numbers
Order prizes and medals
Order catering
Check materials
2 people
Send route information
Check the weather forecast
Do the shopping
3 people
Sort bib numbers
2 people
Set out route packs
3 people
Lay out zombie costumes
3 people

Event

Mark off the venue
4 people
Build the start and finish arch
4 people
Set up registration tables
3 people
Build the catering point
3 people
Connect the sound system
2 people
Put up route signs
5 people
Set up barriers safely
5 people
Set up lighting
3 people
Set up the first aid station
2 people
Apply Zombie Makeup
5 people
Dress zombie actors
4 people
Brief volunteers
2 people
Brief zombie actors
2 people
Open registration desk
4 people
Hand out race numbers
4 people
Receive participants
3 people
Give safety instructions
2 people
Guide the start groups
4 people
Handle starting signals
2 people
Staff zombie zones
12 people
Staff route checkpoints
8 people
Count participants
3 people
Hand out water
4 people
Refill drinks
2 people
Serve snacks
3 people
Register finishers
3 people
Hand out medals
2 people
Assist at the photo spot
2 people
Provide music
Register lost property
Receive the last participants
3 people
Close the Finish Area
3 people
See participants off
3 people

Aftercare

Clear the route
5 people
Take down obstacles
5 people
Dismantle furniture
4 people
Pack up the sound system
2 people
Collect waste
4 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Clean costumes
2 people
Clean up leftovers
2 people
Handle lost and found items

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 30
Registration deskqty 2
Waste binsqty 8

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 16
Megaphoneqty 2
Stopwatchesqty 4

Sports equipment

Bib numbersqty 250
Wristbandsqty 250
Medalsqty 250
Starter pistol
Conesqty 80
Ribbonsqty 20
Obstacle fencesqty 12
Skipping ropesqty 10
Climbing netsqty 2
Foam matsqty 12
Water barrelsqty 6
Bucketsqty 12

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Safety vestsqty 35
Crowd control barriersqty 30
Barrier tapeqty 8
Traffic conesqty 30
Flashlightsqty 12
Emergency blanketsqty 10
Warning signsqty 20

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Start and finish arch
Route signsqty 25
Zombie decorationsqty 30
Plastic spider websqty 10
Fake bloodqty 12
Photo backdrop
Arrow stickersqty 50

Kitchen

Coolersqty 6
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Knivesqty 4

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 12

Cleaning

Mopsqty 4
Buckets for cleaningqty 4
Hand broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Inspect the full route before setting up obstacles. Check crossings, narrow sections, uneven ground and emergency access, then mark zones with cones, ribbons, barriers or barrier tape.
Set a firm registration deadline before ordering catering, bib numbers, wristbands and medals. Use the final participant count to assign starter groups and prepare the registration desk.
Give volunteers and zombie actors separate briefings at least one day before the run. Include their positions, shift times, emergency procedure, radio or megaphone use and what to do if a participant is injured.
Test the sound and communications setup before participants arrive. Check speakers, the mixer, microphones, extension cords, power strips and walkie-talkies rather than discovering a fault during the start.
Check the forecast and the route again on the day before the event. Secure party tents, signs and obstacle equipment, and keep first aid kits, emergency blankets, safety vests and water clearly accessible.

Frequently asked questions

How far in advance should I plan a zombie run?: Start planning at least 8 to 12 weeks before the event. Use that time to reserve the venue and starting point, arrange permits and notifications, check insurance, recruit volunteers and open registration.
How many volunteers do I need for a zombie run?: Plan at least one volunteer at registration, one at the start, one at the finish and one at each obstacle or high-risk zone. For a route with 10 staffed points, that means at least 13 people before adding floaters or replacements.
When should I send zombie run route information to participants?: Send the route, arrival time, starting group and practical instructions 5 to 7 days before the run. Send a final weather and safety update no later than the evening before the event.
What safety equipment is needed for a zombie run?: Prepare first aid kits, emergency blankets, safety vests, crowd-control barriers and barrier tape, plus walkie-talkies or a megaphone. Have the safety plan and emergency contacts ready before obstacles are installed.

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.