How to organise a backyard ultra from route to final lap

A backyard ultra looks simple: runners start a fixed loop every hour until only one remains. The organisation is less simple because the same start, finish, course and support area must work repeatedly, often into the night. Start by fixing the date, venue and route, then confirm permissions and registration details before planning volunteers, food, lighting and shelter. This guide follows the order that prevents late changes and confusion on race day.

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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

1
Record date and route
2 people
2
Confirm the venue and start location
2 people
3
Check required permissions
4
Send invitations
5
Open registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Create the route digitally
2 people
10
Physically check the route
3 people
11
Set the start and lap rules
2 people
12
Send participant information
13
Order catering
14
Reserve materials
15
Check the weather forecast
16
Re-inspect route
2 people
17
Do the shopping
2 people
18
Sort bib numbers
2 people
19
Print participant list
20
Set out weather protection
2 people
21
Clean and clear the venue
3 people
22
Set up tents
4 people
23
Set up tables and chairs
3 people
24
Set up the start and finish area
3 people
25
Mark out the route
4 people
26
Place lighting along the route
3 people
27
Test time tracking
2 people
28
Set up a water and care station
3 people
29
Prepare coffee and tea
2 people
30
Prepare snacks and fruit
2 people
31
Brief volunteers
3 people

Event

32
Register participants
3 people
33
Hand out race numbers
2 people
34
Give participant briefing
2 people
35
Start first round
3 people
36
Announce rounds
37
Record lap times
2 people
38
Staff route checkpoint
2 people
39
Welcome participants at the finish
2 people
40
Refill drinks
2 people
41
Restock snacks and fruit
2 people
42
Serve hot drinks
2 people
43
Collect trash and empty cups
2 people
44
Check the lighting
45
Check route safety
2 people
46
Guide the final round
3 people
47
Check the final standings
2 people
48
Announce the results
2 people

Aftercare

49
Remove route signage
4 people
50
Take down tents and furniture
4 people
51
Clean equipment
3 people
52
Wash dishes and cups
2 people
53
Dispose of waste
2 people
54
Clean the grounds
3 people
55
Send results to participants
56
Return borrowed equipment
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 30
Beer tablesqty 4

Sports equipment

Route arrowsqty 25
Conesqty 30
Barrier tapeqty 4
Bib numbersqty 50
Race bib strapsqty 50
Clipboardsqty 4
Whistlesqty 4

Equipment

Stopwatchesqty 4
Laptopsqty 2
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6
Headlampsqty 6

Catering

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Groceries

Tableware

Reusable cupsqty 100
Bowlsqty 40
Platesqty 40
Cutlery setsqty 50

Kitchen

Coffee machinesqty 2
Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 4
Cooling matsqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop setsqty 2
Hand sanitizer holdersqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Safety vestsqty 12
Flashlightsqty 6

Tips

Set the loop length and start time before opening registration. Write down the exact start-and-round rules, including when runners must be back and what happens if they miss a start.
Walk the route in person after mapping it digitally. Check junctions, uneven ground and dark sections, then mark turns with arrows, cones or tape that can still be seen after sunset.
Plan the base camp for repeated hourly returns. Leave clear space between the start-finish zone, runner bags, tables and catering so runners can move through without queues.
Give volunteers fixed jobs and shift times rather than asking everyone to watch everything. You need people for lap recording, course checks, food and drink, registration and late-night safety.
Prepare for the overnight section before race day. Test stopwatches, laptops, power banks, extension cords and lanterns, and place headlamps and weather protection where runners and volunteers can reach them quickly.

Frequently asked questions

How long should a backyard ultra loop be?: Use a loop that matches the event rules you have chosen and can be completed within one hour, including the return to the start area. Publish the exact distance and cut-off timing before registration opens; runners should not have to guess whether a late finish counts.
How many volunteers do I need for a backyard ultra?: Plan at least 4 to 6 active volunteer roles for a small field: timing and lap records, start control, aid station, course supervision and general logistics. Add relief volunteers for overnight shifts so no one has to work continuously for more than 4 hours.
When should I check the backyard ultra route?: Map and walk the route several weeks before the event, then inspect it again during the final 48 hours. Recheck it after heavy rain, fallen branches or construction, and replace missing arrows or damaged barriers before runners arrive.
What food and drinks do I need for a backyard ultra?: Plan supplies for the expected field and the longest realistic running period, not just the first few laps. Have water, hot drinks and easy-to-serve food ready before the first start, with coolers, thermos flasks, reusable cups and serving utensils arranged for quick access.

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.