100 Kilometre Race Organiser’s Checklist

A 100 kilometre race needs more than a marked route and a start line. You must secure the venue, permits, medical cover and traffic measures early, then build a clear process for registration, volunteers and aid stations. On race week, small details such as bib numbers, route arrows, timing mats, coolers and power banks can cause delays if they are not sorted by location. Use this checklist to work through the plan in order and keep race day manageable.

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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

Reserve competition venue
2 people
Apply for competition permit
2 people
Set out the course
3 people
Check route permit
2 people
Reserve the start and finish area
2 people
Arrange medical support
2 people
Apply for traffic measures
2 people
Check insurance
Publish registration form
2 people
Send invitations
2 people
Recruit volunteers
3 people
Process registrations
2 people
Collect dietary requirements
Assign start numbers
2 people
Send participant information
2 people
Create volunteer schedule
2 people
Determine supply points
3 people
Print the route map
2 people
Sort wristbands
2 people
Sort bib numbers
2 people
Attach medal ribbons
2 people
Distribute supplies by station
4 people
Fill coolers
3 people
Do the shopping
3 people
Lay out bib numbers
2 people
Set out course signs
3 people
Prepare route signs
3 people

Event

Build the start arch
4 people
Set up the finish area
5 people
Set up the registration desk
2 people
Set up supply stations
8 people
Place route arrows
6 people
Set up traffic barriers
4 people
Set up the first aid station
3 people
Test sound system
2 people
Register participants
4 people
Hand out starter packs
3 people
Receive luggage
3 people
Give participant briefing
2 people
Carry out the start procedure
4 people
Register round passes
6 people
Refill water
8 people
Refill Sports Drink
6 people
Serve fruit and snacks
8 people
Serve hot drinks
3 people
Empty trash bins
4 people
Keep the course clear
4 people
Escort participants to the medical station
2 people
Check off finishers
3 people
Hand out medals
2 people
Provide food for finishers
5 people
Return luggage
3 people
Check end times
2 people
Guide the last participants
3 people

Aftercare

Dismantle finish area
5 people
Dismantle supply stations
6 people
Remove route arrows
6 people
Remove traffic barriers
4 people
Collect waste
6 people
Clean the grounds
5 people
Inventory materials
2 people
Clean materials
4 people
Return rented materials
3 people
Publish results
2 people
Send participants' photos
2 people

What to bring

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

Furniture

Party tentsqty 6
Tablesqty 14
Chairsqty 30
Beer tablesqty 8
Clothes racksqty 3
Storage boxesqty 20

Equipment

Sound system
Microphonesqty 2
Stopwatchesqty 8
Mobile phonesqty 8
Power banksqty 10
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Bib numbersqty 220
Safety pinsqty 500
Participant Wristbandsqty 220
Finisher medalsqty 220
Route arrowsqty 180
Kilometer markersqty 25
Start and finish arch
Timing matsqty 2
Barrier tapeqty 12
Traffic conesqty 40
Reflective vestsqty 30
Changing room bagsqty 220
Cratesqty 40

Tableware

Reusable cupsqty 500
Bowlsqty 250
Platesqty 250
Cutlery setsqty 250
Thermos flasksqty 8

Kitchen

Coolersqty 16
Water jugsqty 20
Serving jugsqty 16
Cutting boardsqty 6
Kitchen knivesqty 6
Serving spoonsqty 12
Serving traysqty 8

Safety

First aid kitsqty 4
Emergency blanketsqty 30
Disposable glovesqty 200
Flashlightsqty 12

Lighting

Work lightsqty 8
Battery lanternsqty 12

Cleaning

Waste binsqty 16
Broom setsqty 4
Mopsqty 4
Bucketsqty 6

Catering

Groceries

Tips

Start permits and insurance at least 12 weeks before race day. Check both the competition venue and the route, because a route permit and traffic measures may require separate applications.
Set aid stations by kilometre and assign each one a complete supply load. Distribute cups, bowls, crates, coolers and other supplies by station before volunteers arrive, rather than sorting them at the start.
Send participant information at least 7 days before the race. Include the start time, route map, aid-station details, bib-number instructions, dietary arrangements and what runners should bring.
Create the volunteer schedule 2 weeks in advance and give every station a named lead. Plan cover for registration, course marking, aid stations, traffic points, timing and the finish area.
Test timing mats, stopwatches, mobile phones, microphones and the sound system the day before. Charge every phone and power bank, and pack extension cords and power strips with the equipment that needs them.

Frequently asked questions

How far in advance should I organise a 100 kilometre race?: Start planning at least 12 weeks before race day. Permits, insurance, medical support and traffic measures are the items most likely to need extra lead time.
How many volunteers do I need for a 100 kilometre race?: The number depends on the route and number of aid stations, but schedule people for every station, traffic point, registration, timing and the finish area. Finalise the rota at least 2 weeks before the race and keep a small reserve for no-shows.
When should I send the race information to participants?: Send the final participant information at least 7 days before the start. Include the route map, start arrangements, bib-number process, aid stations and any dietary information you collected.
When should I mark the course for a 100 kilometre race?: Set out route arrows and kilometre markers no later than the day before the race, then walk or drive the course once more on race morning. This gives you time to replace missing signs before runners arrive.

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.