How to organise a desert marathon

A desert marathon needs more than a marked route and a finish line. Start by confirming the distance, route access and permits, then build the safety, water and timing plan before opening registration. Runner information, medical support and volunteer roles must be ready early because heat and distance leave little room for improvisation. Use the final week for a route re-inspection, equipment checks and clear station instructions.

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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 route and distance
2 people
2
Apply for permits
3
Reserve start and finish location
4
Arrange medical support
5
Reserve timekeeping
6
Publish registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Send participant information
11
Recruit volunteers
2 people
12
Assign volunteers
2 people
13
Re-inspect route
3 people
14
Determine water stations
2 people
15
Check emergency exits
2 people
16
Print the route map
17
Prepare start numbers
3 people
18
Print participant list
19
Check medical information
2 people
20
Do the shopping
3 people
21
Pick up rental items
2 people
22
Chill drinks
2 people
23
Assemble starter packs
5 people
24
Prepare signage
3 people
25
Stock water stations
4 people
26
Mark route
5 people
27
Build the start and finish arch
4 people
28
Build party tents
6 people
29
Set up tables and chairs
5 people
30
Set up registration desks
3 people
31
Install time tracking
2 people
32
Connect the sound system
2 people
33
Set up first aid stations
3 people
34
Refill water and care stations
8 people
35
Prepare finish catering
4 people
36
Brief volunteers
3 people

Event

37
Receive participants
6 people
38
Hand out bib numbers
5 people
39
Collect luggage
4 people
40
Give the start briefing
2 people
41
Start the marathon
4 people
42
Staff traffic posts
12 people
43
Hand out water
16 people
44
Hand out sports drinks
8 people
45
Distribute fruit and gels
8 people
46
Refill drinks
6 people
47
Track route and participants
4 people
48
Provide first aid
6 people
49
Check time tracking
2 people
50
Register finishers
4 people
51
Distribute medals and recovery kits
5 people
52
Serve finish catering
6 people
53
Return luggage
4 people
54
Collect litter along the route
8 people
55
Guide the last participants
4 people
56
Officially close the finish line
2 people

Aftercare

57
Remove signage
5 people
58
Clean the route thoroughly
8 people
59
Take down tents and furniture
6 people
60
Switch off equipment
3 people
61
Wash dishes and supplies
4 people
62
Clean the venue
6 people
63
Dispose of waste
3 people
64
Return rental items
2 people
65
Register lost and found items
66
Publish results
2 people
67
Share participant photos
68
Check supplier invoices
69
Archive permit documents

What to bring

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

Furniture

Party tentsqty 4
Folding tablesqty 18
Folding chairsqty 30
Bar stoolsqty 8
Waste binsqty 20
Luggage racksqty 6

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile phonesqty 8
Power banksqty 8
Time registration system
Handheld scannersqty 4

Sports equipment

Bib numbersqty 350
Safety pinsqty 800
Finish medalsqty 350
Start and finish arch
Route arrowsqty 80
Crowd control barriersqty 40
Traffic conesqty 100
Disposable cupsqty 2500
Drink cratesqty 40
Coolersqty 12
Towelsqty 40
Blanketsqty 40

Tableware

Reusable cupsqty 400
Platesqty 400
Cutlery setsqty 400
Serving spoonsqty 12

Kitchen

Food warmersqty 6
Thermos flasksqty 8
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Cooling matsqty 12
Serving traysqty 12

Lighting

Work lightsqty 8
LED string lightsqty 6
Headlampsqty 20

Medical

First aid kitsqty 4
Cold packsqty 40
Wound care kitsqty 12
Pedal bin linersqty 20
Stretchersqty 2

Cleaning

Broom setsqty 8
Litter pickersqty 8
Bucketsqty 8
Mopsqty 8
Cleaning clothsqty 40

Decorations

Bannersqty 12
Sponsor bannersqty 20
Marker tapeqty 20

Catering

Groceries

Tips

Confirm the route and distance before you publish registration. Record every access point, emergency exit and vehicle route, then use the same information for permits, signage, medical planning and the printed route map.
Treat water stations as a measured logistics plan, not just a row of tables. Decide where each station goes, how drinks will be chilled and restocked, and how volunteers will manage disposable or reusable cups in desert heat.
Open registration only after start and finish locations, medical support and time registration are confirmed. Collect dietary and medical information during registration, then send participants one information pack with arrival, route and safety instructions.
Assign volunteers to specific locations and shifts rather than giving them general event duties. Each station needs people for water, signage, crowd control and communication, with mobile phones or power banks available where charging is limited.
Use the final 24 to 48 hours for assembly and verification: prepare bib numbers and starter packs, print the participant list, chill drinks, place route arrows and check the timing system. Keep spare batteries, extension cords and power strips with the equipment team, not packed away at the finish.

Frequently asked questions

How far in advance should I organise a desert marathon?: Start at least 6 months ahead if permits, route access and medical support are required. Open registration only after those core arrangements are confirmed, ideally 8 to 12 weeks before race day.
How many water stations does a desert marathon need?: Plan stations by route conditions and heat rather than using one fixed number. As a practical starting point, place one every 3 to 5 kilometres and review the spacing with your medical provider before publishing the course.
When should I send information to marathon participants?: Send the main participant information 2 to 3 weeks before the race, including arrival instructions, route details, heat guidance and what to do in an emergency. Send a short final reminder 48 hours before the start.
When should I re-check the desert marathon route?: Re-inspect the route during the final 3 to 7 days and again on race morning if access or weather can change. Confirm arrows, cones, barriers, emergency exits, water stations and vehicle access before runners 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.