More than 60,000 runners from 140 countries were expected at the start of the TCS New York City Marathon on Sunday, according to Yahoo Sports, as the race marked 50 years of its five-borough route. Last year a record 59,226 people crossed the finish line. Behind numbers like that are volunteers at the start, along the course, in the medical tents and at the expo.

Not every volunteer role happens on race day. Two days before the race, CBS New York reported that volunteers and runners joined New York Road Runners for its fifth annual litter pick on the Upper West Side, “plogging” up to two miles with compostable bags. It is part of a sustainability commitment NYRR made in 2019, with a goal of zero emissions by 2040.

You probably aren’t running a world marathon major. But the same principles apply whether you’re organizing a 5K, a county fair, a music festival or a charity fun run. Here are five lessons worth borrowing.

Treat the event as a season, not a day

The litter pick is a reminder that volunteer work starts well before the event and carries on after it. Map every phase:

• Before: site or course preparation, packet pickup, sign-making, clean-up walks

• During: arrivals and parking, check-in, water stations, first aid support, information points, the finish area

• After: teardown, litter picking, lost property, thank-yous and feedback

Pre- and post-event roles suit people who can’t commit to a long day, or who want to help without being in the crowd. They also spread the load, so your event-day team isn’t worn out before things even start.

Give volunteers a cause within the cause

Sustainability roles show how to widen your appeal. Someone who would never sign up to hand out water might happily join a green team sorting recycling or leading a clean-up walk. Think about what else your volunteers care about, such as the environment, accessibility or local pride, and create roles that let them act on it. Then say so clearly when you recruit.

Make roles specific and briefings short

Event volunteers often meet your team for the first time on the day. Vague roles lead to crowded water tables and empty corners. For every role, write down:

• Where they need to be and when, with a map pin or landmark

• Who their lead is and how to reach them

• The three things they must do, and the one thing they must never do

• What to do if someone is hurt, lost or upset

Send this ahead of time and repeat it in a five-minute briefing on arrival. Long training sessions put people off one-day roles. A short, clear briefing works better.

Plan for check-in, no-shows and weather

On the day, knowing who has actually turned up matters for safety and for moving people where they’re needed. Use a simple check-in, whether that’s a QR code, a sign-in sheet or a lead with a list. Over-recruit for critical roles, especially early-morning shifts, and track your own no-show rate each year so you can recruit to the right number next time.

Fall weather is the obvious risk. Tell volunteers what to wear, where they can shelter and what happens if conditions change. People who feel looked after come back.

Turn one-day volunteers into next year’s team

The biggest missed opportunity at most events is the day after. Volunteers go home tired and happy, and organizers don’t contact them again until next year’s sign-up opens. Instead:

• Send a thank-you within 48 hours with a photo, a number or a story from the day

• Ask two or three quick questions about what worked and what didn’t

• Ask whether they’d like to come back, lead a team or try a different role

• Offer something in between, such as a smaller event or a planning role

First-time volunteers who had a good experience are your best recruiters, so ask them to bring a friend next time.

A race on New York’s scale shows what volunteers make possible, but the basics don’t change with size: clear roles, good communication and a proper thank-you. If you’re juggling spreadsheets and group texts to keep track of who is doing what, Volunteero’s shift scheduling and QR code check-in can take some of that load off. Whatever tools you use, start planning your volunteer season now, not the week before.