Desert Marathon checklist and planning guide

A desert marathon needs more than a marked route and a finish line. Plan the course, permits, medical cover, timing and water supply before opening registration, then give participants clear instructions about heat, transport and safety. The final week is for checking the route again, preparing bibs and starter packs, testing communications and positioning supplies. This checklist follows the practical order of work, from the first route measurements to stocking the water stations on race day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record route and distance
2 people
Apply for permits
Reserve start and finish location
Arrange medical support
Reserve timekeeping
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
Recruit volunteers
2 people
Assign volunteers
2 people
Re-inspect route
3 people
Determine water stations
2 people
Check emergency exits
2 people
Print the route map
Prepare start numbers
3 people
Print participant list
Check medical information
2 people
Do the shopping
3 people
Pick up rental items
2 people
Chill drinks
2 people
Assemble starter packs
5 people
Prepare signage
3 people
Stock water stations
4 people
Mark route
5 people
Build the start and finish arch
4 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up registration desks
3 people
Install time tracking
2 people
Connect the sound system
2 people
Set up first aid stations
3 people
Refill water and care stations
8 people
Prepare finish catering
4 people
Brief volunteers
3 people

Event

Receive participants
6 people
Hand out bib numbers
5 people
Collect luggage
4 people
Give the start briefing
2 people
Start the marathon
4 people
Staff traffic posts
12 people
Hand out water
16 people
Hand out sports drinks
8 people
Distribute fruit and gels
8 people
Refill drinks
6 people
Track route and participants
4 people
Provide first aid
6 people
Check time tracking
2 people
Register finishers
4 people
Distribute medals and recovery kits
5 people
Serve finish catering
6 people
Return luggage
4 people
Collect litter along the route
8 people
Guide the last participants
4 people
Officially close the finish line
2 people

Aftercare

Remove signage
5 people
Clean the route thoroughly
8 people
Take down tents and furniture
6 people
Switch off equipment
3 people
Wash dishes and supplies
4 people
Clean the venue
6 people
Dispose of waste
3 people
Return rental items
2 people
Register lost and found items
Publish results
2 people
Share participant photos
Check supplier invoices
Archive permit documents

What to bring

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

Furniture

Party tentsqty 4
Folding tablesqty 18
Folding chairsqty 30
Bar stoolsqty 8
Waste binsqty 20
Luggage racksqty 6

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile phonesqty 8
Power banksqty 8
Time registration system
Handheld scannersqty 4

Sports equipment

Bib numbersqty 350
Safety pinsqty 800
Finish medalsqty 350
Start and finish arch
Route arrowsqty 80
Crowd control barriersqty 40
Traffic conesqty 100
Disposable cupsqty 2500
Drink cratesqty 40
Coolersqty 12
Towelsqty 40
Blanketsqty 40

Tableware

Reusable cupsqty 400
Platesqty 400
Cutlery setsqty 400
Serving spoonsqty 12

Kitchen

Food warmersqty 6
Thermos flasksqty 8
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Cooling matsqty 12
Serving traysqty 12

Lighting

Work lightsqty 8
LED string lightsqty 6
Headlampsqty 20

Medical

First aid kitsqty 4
Cold packsqty 40
Wound care kitsqty 12
Pedal bin linersqty 20
Stretchersqty 2

Cleaning

Broom setsqty 8
Litter pickersqty 8
Bucketsqty 8
Mopsqty 8
Cleaning clothsqty 40

Decorations

Bannersqty 12
Sponsor bannersqty 20
Marker tapeqty 20

Catering

Groceries

Tips

Measure and record the route distance before you book the start and finish locations. Re-inspect it close to race day, because loose surfaces, road access and temporary hazards can change.
Arrange permits, medical support and traffic-control equipment before publishing registration. Confirm who handles emergencies and how volunteers can reach them when mobile coverage is limited.
Set water-station quantities from the route, expected field size and weather forecast—not just the number of runners. Put cups, drink crates, coolers and waste bins on the delivery schedule at least one day before the race.
Send participant information before race week with the start procedure, route map, water-station locations, heat guidance and required medical details. Keep a printed participant list and medical information available for the registration and medical teams.
Test the time registration system, handheld scanners, microphones and power banks before setup begins. Pack spare phones, extension cords and power strips separately so a missing cable does not delay the start.

Frequently asked questions

How far in advance should I plan a desert marathon?: Start route and venue planning at least 6 months before race day. Permits, medical support, timing, volunteers and participant registration often need several weeks of lead time, so do not leave them until the final month.
How many water stations does a desert marathon need?: Set stations according to the route length, heat exposure and runner pace; as a working starting point, plan one station every 3 to 5 kilometres and review it with medical support. Add extra capacity for slower participants and hot conditions.
When should I send information to desert marathon participants?: Send the main participant information 2 to 3 weeks before the race, then issue a final update 48 to 72 hours beforehand. Include the route map, start instructions, water locations, weather advice and any access changes.
When should I prepare the marathon bibs and starter packs?: Print the participant list and prepare bibs, safety pins and starter packs 1 to 2 days before the event. Keep a small reserve of blank materials and check every pack against the latest registration list before distribution.

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.