Endurance Race Organisation Checklist

An endurance race depends on many details being ready at the same time: permits, route markings, registrations, timekeeping, volunteers and horse welfare. Start with the route and competition information, then build the participant list and assign people to each station. In the final week, print race materials, prepare water points and confirm the weather plan. This checklist also helps you catch details that are often left too late, such as dietary requirements, horse stalls, power supplies and a last route inspection.

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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

Publish competition information
Send invitations
Open registrations
Publish competition rules
Check route permits
Inform route managers
2 people
Arranging a veterinarian
Assign timekeepers
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Update participant list
Assign start numbers
Assign start times
2 people
Check the route one last time
3 people
Print route maps
2 people
Print race numbers
Send participant letter
Check the weather forecast
Determine an alternative route
2 people
Collect materials
3 people
Do the shopping
2 people
Sort route arrows
2 people
Prepare water stations
3 people
Check horse stalls
2 people
Mark the start area
3 people
Mark the finish area
3 people
Mark out the route
5 people
Refill water stations
4 people
Set up the registration desk
2 people
Set up catering table
2 people
Arrange horse parking
3 people
Place waste stations
2 people
Test timing equipment
2 people
Prepare route maps
Set up the vet check
2 people
Brief volunteers
3 people

Event

Receive participants
3 people
Hand out race numbers
2 people
Register horses
2 people
Vet-check horses
3 people
Give riders briefing
2 people
Register start
2 people
Staff route checkpoint
6 people
Staff water stations
4 people
Record times
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Perform veterinary recheck
3 people
Register finishers
2 people
Water the horses
3 people
Check results
2 people
Present prizes
3 people
See participants off
2 people

Aftercare

Remove route arrows
5 people
Clear water stations
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
4 people
Clean horse stables
3 people
Check route for damage
2 people
Publish results
Inform participants
Return borrowed materials
2 people
Clear away leftover stock
2 people
Archive the paperwork

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 30
Registration desk
Bar stoolsqty 4

Sports equipment

Route arrowsqty 80
Barrier tapeqty 12
Route signsqty 25
Bib numbersqty 60
Bib holdersqty 60
Horse water troughsqty 12
Drink bucketsqty 24
Hay netsqty 12
Hay balesqty 20
Fence panelsqty 20
Conesqty 30
Stopwatchesqty 8
Clipboardsqty 10
Route mapsqty 70

Equipment

Laptopsqty 2
Tabletsqty 4
Mobile phonesqty 8
Power banksqty 8
Extension cordsqty 4
Power stripsqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 100
Platesqty 80
Cutlery setsqty 80
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 8

Decorations

Stage ribbon
Competition flagsqty 12
Trophiesqty 12

Cleaning

Waste binsqty 10
Hand broomsqty 4
Broomsqty 4
Bucketsqty 6
Work glovesqty 12
Cleaning clothsqty 20

Safety

First aid kitsqty 2
Safety vestsqty 15
Flashlightsqty 8
Barrier tapeqty 6

Catering

Groceries

Tips

Confirm route permits and notify route managers before opening registration. Keep an alternative route ready in case access or weather conditions change.
Close registration early enough to process entries, collect dietary requirements, update the participant list and assign bib numbers and start times without rushing.
Give each volunteer a named position and written instructions. Timekeepers, registration staff, route marshals and water-station teams should know where to be before race morning.
Prepare route arrows, signs, barrier tape and cones in separate, labelled groups. A final route check should verify both the markings and any horse crossings or restricted sections.
Test laptops, tablets, phones, stopwatches, power banks and extension cords before setup. Prepare battery lanterns or LED lamps if registration, horse stalls or route points may be used in low light.

Frequently asked questions

How far in advance should I organise an endurance race?: Start the route, permit and competition-information work at least 8 to 12 weeks before the race. Open registration only after the route and rules are sufficiently confirmed, so participants receive reliable information.
When should I send the participant letter for an endurance race?: Send it 7 to 10 days before the event, after start numbers, start times, dietary requirements and the participant list have been checked. Include arrival instructions, route information, horse-stall details and what participants need to bring.
How many volunteers do I need for an endurance race?: Plan one person for registration, at least two for timekeeping and separate teams for route points and water stations. Add a reserve of around 10% of your volunteer team for illness, delays or last-minute reassignment.
When should I check the route before race day?: Carry out a full inspection 24 to 48 hours before the start, then make a shorter check on race morning. Confirm route arrows, signs, cones, barrier tape, access points, water stations and the alternative-route 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.