Hill Cross-Country Race Checklist

A hill cross-country race needs more than a measured route and a start time. You need permission to use the course, a clear volunteer plan, visible markers at bottlenecks and a reliable setup for registration, timing and first aid. Work through the plan in order: secure the locations and permits first, open registration next, then confirm people, supplies and route details before race day. The final route check should happen after the shopping and transport are complete.

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

Map out the route and distances
2 people
Reserve start and finish location
Apply for required permits
Check insurance and permission
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Publish route information
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Assign traffic posts
2 people
Book catering
Order prizes and medals
Design race numbers
Print race numbers
2 people
Check participant list
2 people
Scout the route in advance
3 people
Mark route bottlenecks
3 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Transport materials
3 people
Check the route again
3 people
Lay out race numbers per participant
2 people
Give volunteer briefing
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Mark off the start and finish area
4 people
Place route arrows
5 people
Mark traffic posts
3 people
Connect the sound system
2 people
Set up timekeeping
2 people
Prepare first aid supplies
2 people
Set up water station
3 people
Prepare coffee and tea
2 people
Set out snacks and fruit
3 people
Set up the bib number desk
2 people
Lay out prizes and medals
2 people
Check toilets
2 people

Event

Open registration desk
4 people
Process late registrations
2 people
Receive participants
4 people
Give the safety briefing
2 people
Fill the start area
4 people
Start the running race
3 people
Staff traffic posts
6 people
Record split times
2 people
Staff the water station
3 people
Refill drinks
2 people
Welcome finishers
3 people
Hand out medals
2 people
Serve snacks
3 people
Provide first aid
2 people
Register lost property
Check end times
2 people
Prepare the results
2 people
Hold the awards ceremony
3 people
Inform departing visitors
2 people

Aftercare

Remove route arrows
5 people
Clear away traffic materials
3 people
Take down the start and finish area
4 people
Dismantle the sound system
2 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the venue
4 people
Transport materials back
3 people
Return borrowed materials
2 people
Send results to participants
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 30
Clothes racksqty 2
Waste binsqty 8
Crowd barriersqty 40

Tableware

Reusable cupsqty 250
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Pouring jugsqty 12
Serving traysqty 8

Sports equipment

Route arrowsqty 45
Kilometer markersqty 10
Bib numbersqty 220
Bib clipsqty 220
Finish ribbonqty 2
Stopwatchesqty 4
Measuring tapesqty 2
Stage blocksqty 3

Equipment

Laptop
Printer
Portable speakersqty 2
Wireless microphone
Megaphoneqty 2
Extension cordsqty 6
Power stripsqty 4
Walkie-talkiesqty 8
Power banksqty 8
First aid kitsqty 2
Thermometersqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Water jerry cansqty 8

Decorations

Hill cross bannersqty 4
Buntingqty 8
Start-finish arch

Lighting

LED lampsqty 10
Light Stripsqty 4
Flashlightsqty 8

Cleaning

Broomsqty 4
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Secure the start and finish location and submit permit applications before opening registration. Check insurance and landowner permission at the same time, since missing approval can affect the entire course.
Scout the route well before race day and record every bottleneck, steep section and unclear junction. Publish distances and route information only after the course has been checked in person.
Give volunteers specific posts rather than general duties. Assign traffic positions, route points and finish-area roles, then provide walkie-talkies or a megaphone where mobile coverage may be unreliable.
Print bib numbers only after the registration list has been checked. Keep spare bib clips, a laptop and printer available for late changes, missing numbers or registration corrections.
Do the final route check after materials have been collected and transported. Confirm that arrows, kilometre markers, barriers, first aid kits and timing equipment are actually on site before participants arrive.

Frequently asked questions

How early should I start planning a hill cross-country race?: Start at least 8 to 12 weeks before race day. Secure the route, locations, permits and insurance first, then allow time for registration, volunteer assignments, catering and equipment collection.
How many volunteers do I need for a hill cross-country race?: Plan one volunteer for each traffic post or route bottleneck, plus people for registration, timing, finish support and first aid. Final numbers depend on the route, but make the assignment before publishing the course so every position is covered.
When should I mark the cross-country race route?: Scout and map the route weeks in advance, but place or verify the arrows and kilometre markers shortly before the race. Complete a final inspection on race day or the day before, especially after rain or strong wind.
What should I check the day before the race?: Check the weather forecast, participant list, bib numbers, volunteer assignments and shopping list. Confirm that tents, tables, barriers, speakers, radios, power supplies and first aid kits have been transported to the start and finish area.

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.