Forest Marathon Checklist

A forest marathon needs more than a marked trail and a finish line. You must secure the venue, permits, traffic measures, first aid, timing and volunteer coverage before registration opens. In the final weeks, participant information, race numbers, route maps, signage and safety checks need to come together. Use this checklist to work through the plan in order and avoid common late tasks, such as confirming dietary requirements, charging radios or marking the route before race morning.

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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
Apply for event permit
Set the forest route
2 people
Check the route for safety
3 people
Reserve the start and finish area
Apply for traffic measures
Arrange first aid staffing
Reserve timekeeping
Recruit volunteers
2 people
Send invitations
2 people
Open registration
Distribute promotional materials
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Assign start numbers
2 people
Print route maps
2 people
Prepare race numbers
3 people
Assign volunteers
2 people
Develop traffic posts
2 people
Check the weather forecast
Send participant information
Do the shopping
3 people
Collect materials
3 people
Mark out the route in advance
4 people
Fill coolers
2 people
Check first aid supplies
2 people
Lay out bib numbers
3 people
Prepare catering
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up registration desk
3 people
Build the finish arch
3 people
Block off the start area
3 people
Place route arrows
6 people
Set up water stations
6 people

Event

Staff traffic posts
8 people
Open registration
4 people
Hand out race numbers
4 people
Collect luggage
2 people
Inform participants
2 people
Lead the group warm-up
2 people
Give the starting signal
2 people
Refill water
6 people
Hand out sports drinks
6 people
Hand out fruit
4 people
Operate timekeeping
3 people
Receive finishers
5 people
Hand out medals
3 people
Serve finish catering
5 people
Refill drinks
3 people
Staff the first aid station
3 people
Hand out luggage
2 people
Publish results
2 people
Handle prize ceremony
3 people
Guide the last participants
4 people
Check the route
3 people

Aftercare

Dismantle the finish area
5 people
Remove route arrows
5 people
Clear away traffic materials
4 people
Collect waste
5 people
Wash dishes
3 people
Clean the venue
4 people
Inventory materials
2 people
Return rental items
3 people
Store leftover catering
2 people
Send final results
Send a thank-you gift to participants
Process lost and found items
Archive permit documents

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Clothes racksqty 4
Luggage binsqty 12

Sports equipment

Bib numbersqty 350
Start number bandsqty 350
Finish medalsqty 350
Route arrowsqty 120
Kilometer markersqty 45
Crowd control barriersqty 30
Traffic conesqty 60
Route tapeqty 12
Disposable cupsqty 1800
Spongesqty 300
Wristbandsqty 400
First aid kitsqty 4
Emergency blanketsqty 30
Ice packsqty 30
Stretcherqty 2
Safety vestsqty 30

Equipment

Time registration system
Laptopqty 2
Tabletsqty 4
Mobile chargersqty 8
Walkie-talkiesqty 12
Megaphoneqty 2
Handheld microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 10
Thermos flasksqty 6
Water jugsqty 12
Hand tally countersqty 4
Flashlightsqty 12
Batteriesqty 48

Tableware

Reusable cupsqty 500
Platesqty 400
Cutlery setsqty 400
Coffee cupsqty 100
Serving traysqty 8

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Ice packsqty 30

Decorations

Finish arch
Start banner
Finish banner
Information boardsqty 12
Directional signsqty 30
Prize trophiesqty 6

Lighting

LED lampsqty 12
Work lightsqty 4

Cleaning

Waste binsqty 20
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 2
Cleaning brushesqty 4
Rubber glovesqty 12
Disinfectant sprayqty 6
Hand soap dispensersqty 6
Paper dispensersqty 6

Catering

Groceries

Tips

Start the route and safety work early: set the forest course, walk it in advance, and check every section for hazards before you print route maps or order signage.
Allow at least 4–6 weeks for permits and traffic measures where required. Confirm the competition venue, start and finish area, and traffic posts before opening registration.
Close registration with enough time to check the participant list, collect dietary requirements, assign start numbers, and prepare bib numbers and start-number bands.
Plan volunteers by station rather than by total headcount. Cover registration, route points, traffic posts, refreshment areas, the start, the finish and luggage handling, then assign walkie-talkies or other communication equipment.
Do a race-week equipment check 2–3 days before the event. Test the time registration system, laptop and tablets, charge mobile devices and radios, and verify route arrows, kilometre markers, cones, barriers, cups and water containers.

Frequently asked questions

How far in advance should I organise a forest marathon?: Start planning at least 3–6 months before race day. Secure the venue, route, permits, traffic measures, first aid and timing first; open registration only after those essentials are confirmed.
When should I mark the forest marathon route?: Mark the route in advance and complete a final check 1–2 days before the race. Recheck arrows, kilometre markers, route tape, cones and barriers on race morning because weather or visitors may move them.
How many volunteers do I need for a forest marathon?: There is no single number without the route length and participant count, but assign one responsible person to each staffed point and add cover for registration, start, finish, traffic, first aid and luggage. Finalise the roster at least 2 weeks before race day.
When should I send information to forest marathon participants?: Send the main participant information 7–10 days before the event, including arrival instructions, start details, route information, required equipment and contact details. Send any last weather or safety update 24–48 hours before the start.

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.