Endurance Race Checklist

An endurance race needs more than a marked route and a start time. You have to confirm the venue, permits, horse details, veterinary support, officials, checkpoints and welfare arrangements before race day. This checklist puts the work in a practical order, from defining the competition format to assembling starter packs. It also covers the items that are easy to overlook, such as water points, power connections, printed route information and clearly assigned timekeepers.

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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

Define the competition concept
2 people
Draw up competition rules
2 people
Check permits
Check the route and grounds
3 people
Finalize the route setup
3 people
Reserve competition venue
Arranging a veterinarian
Register support staff
Assign timekeepers
Record the route checkpoints
Invite participants
2 people
Publish registration form
Process registrations
2 people
Check horse details
2 people
Collect dietary requirements
Send participant information
Assign start numbers
2 people
Publish start list
Print route maps
2 people
Check the shopping list
Check sports equipment
2 people
Check medical supplies
Do the shopping
2 people
Chill drinks
2 people
Assemble starter packs
3 people
Sort prize ribbons and medals
2 people
Prepare competition administration
2 people
Prepare route signs
3 people
Mow and clear the field
3 people
Build the start and finish area
5 people
Set up the registration desk
2 people
Set up veterinary inspection
3 people
Set up water stations
4 people
Mark out the route
4 people
Mark the parking area
2 people
Set up catering point
3 people
Test sound and announcements
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Veterinary check on horses
3 people
Give the start briefing
2 people
Start the competition
4 people
Staff route checkpoints
8 people
Record times
3 people
Manage water points
4 people
Monitor safety along the route
4 people
Serve catering
4 people
Refill drinks
2 people
Empty waste stations
2 people
Register finishers
3 people
Carry out the final inspection
3 people
Check results
2 people
Present prizes
3 people
See participants off
2 people

Aftercare

Remove route signs
4 people
Clean up the venue
5 people
Collect waste
3 people
Catering breakdown
3 people
Wash dishes
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Archive results
Send participant results
Clear away stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
High tablesqty 4
Waste binsqty 8

Equipment

Mobile sound system
Wireless microphonesqty 2
Laptopsqty 3
Printersqty 2
Power banksqty 6
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Bib numbersqty 100
Race numbersqty 100
Route arrowsqty 80
Route signsqty 30
Barrier tapeqty 12
Conesqty 40
Traffic conesqty 20
Stopwatchesqty 8
Hand tally countersqty 4
Horse water troughsqty 12
Water tanksqty 6
Bucketsqty 20
Spons tubsqty 8
Hay racksqty 6
White ribbonsqty 10
Prize ribbonsqty 12
Medalsqty 12
Cupsqty 6
Measuring tapesqty 2
Flashlightsqty 10
Reflective vestsqty 20
Binocularsqty 2
Walkie-talkiesqty 12
Route mapsqty 120
Clipboardsqty 12
Pensqty 50
Stamp setsqty 8
Competition formsqty 150
First aid kitsqty 3
Cold packsqty 20
Emergency blanketsqty 20
Bandagesqty 12

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving spoonsqty 8
Pliersqty 6

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Cleaning bucketsqty 4
Hand spray bottlesqty 4
Microfiber clothsqty 20
Rubber glovesqty 12

Lighting

LED work lightsqty 6
Battery lanternsqty 10

Catering

Groceries

Tips

Lock down the route and venue before opening entries. Walk or ride the course, record every checkpoint, and allow time to place arrows, signs, cones and barrier tape before participants arrive.
Set a firm deadline for horse and rider information. Check horse details and dietary requirements before publishing the start list, then send participant instructions at least 7 days before the race.
Assign every operational role in writing. You need named timekeepers, support staff, a veterinarian and checkpoint responsibilities; relying on people to choose a task on the morning usually leaves gaps.
Test the race-day setup with the equipment you will actually use. Check the mobile sound system, wireless microphones, laptops, printers, stopwatches, power banks, extension cords and power strips before loading them.
Prepare welfare and finish-line supplies one day early. Chill drinks, fill water tanks and troughs, arrange buckets, hay racks and sponsorship tubs, and assemble starter packs so the registration desk is not still packing at the start time.

Frequently asked questions

How far in advance should I organise an endurance race?: Start planning at least 12 to 16 weeks before race day. Use the first 4 weeks to define the competition, secure the venue and check permits, then open registration once the route and rules are stable.
When should I publish the endurance race start list?: Publish the start list after registrations, horse details and corrections have been checked, usually 5 to 7 days before the race. Print a final working copy on race morning for officials and registration staff.
How much water do I need for an endurance race?: Calculate water separately for horses, volunteers and participants, then add at least 20% reserve. Place troughs, tanks and buckets at every planned welfare point and confirm who will refill them during the event.
What should I prepare the day before an endurance race?: Prepare route signs, arrows, cones and barrier tape; test timing and audio equipment; print maps and lists; chill drinks; and assemble starter packs. Finish these tasks by the evening before so race-day staff can focus on checks and arrivals.

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.