How to organise a forest run from route to finish

A forest run needs more than a marked trail and a starting time. Begin by fixing the route and date, then check permits, notify forest management and secure the start location before opening registration. As entries come in, organise volunteers, participant details and safety information. In the final week, walk the full route again, prepare signs and bib numbers, and set up the start, rest points and finish area in that order.

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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 date
2 people
2
Check permit requirements
3
Inform forest management
4
Reserve starting location
5
Open the registration form
6
Send invitations
2 people
7
Publish route online
8
Process registrations
2 people
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Check participant list
2 people
12
Make bib numbers
2 people
13
Check the entire route
3 people
14
Determine rest stops
2 people
15
Check traffic intersections
2 people
16
Do the shopping
2 people
17
Sort bib numbers
2 people
18
Bundle route arrows
2 people
19
Check the weather forecast
20
Send participant information

Event

21
Mark out the start area
4 people
22
Build party tents
4 people
23
Set up tables and chairs
3 people
24
Set up the registration table
2 people
25
Set up finish area
3 people
26
Place route arrows
4 people
27
Place kilometer markers
2 people
28
Stock the rest stops
3 people
29
Set out first aid supplies
2 people
30
Test sound equipment
2 people
31
Make coffee and tea
2 people
32
Register participants
4 people
33
Hand out race numbers
3 people
34
Give starting instructions
35
Get participants started
3 people
36
Staff rest points
4 people
37
Keep track of finish times
3 people
38
Refill drinks
2 people
39
Serve fruit and snacks
2 people
40
Process results
2 people
41
Present prizes
2 people
42
See participants off
2 people

Aftercare

43
Remove route arrows
4 people
44
Dismantle the start area
4 people
45
Collect waste
3 people
46
Wash dishes
2 people
47
Clean the grounds
3 people
48
Check materials
2 people
49
Return materials
2 people
50
Publish results
51
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 16
Registration desk
Waste binsqty 4

Sports equipment

Conesqty 30
Bib numbersqty 150
Safety pinsqty 300
Route arrowsqty 80
Kilometer markersqty 10
Stopwatchesqty 4
Clipboardsqty 6
First aid kitsqty 2

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4

Tableware

Disposable cupsqty 200
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 3
Knivesqty 6

Decorations

Start arch
Bannersqty 4
Direction signsqty 12

Lighting

Work lightsqty 4
LED lampsqty 8

Cleaning

Cleaning bucketsqty 3
Broom setsqty 3

Catering

Groceries

Tips

Confirm the route, date and permit requirements before sending invitations. Forest management, crossings and the starting location can take longer to arrange than expected, so allow at least four weeks for these checks.
Close registration early enough to prepare bib numbers and the participant list. A practical deadline is 5–7 days before the run; use the final list to assign volunteers and identify dietary requirements.
Walk or cycle the entire route during the week before the event, not only the planned distance. Check every junction, traffic intersection, rest point and place where route arrows or kilometre markers could be missed.
Prepare route arrows in bundles by section and place them on the course before participants arrive. Keep cones, clipboards, stopwatches and first aid kits with the relevant volunteers rather than in one central pile.
Set up the start and finish areas in separate steps: tents, tables, chairs and the registration desk first, then the start arch, signs, water, cups and waste bins. Check speakers, microphone, extension cords and power strips before the briefing begins.

Frequently asked questions

How far in advance should I organise a forest run?: Start at least 6–8 weeks before the event. Use the first two weeks for the route, date, permits, forest management and starting location, leaving the final week for route checks and equipment preparation.
When should registration close for a forest run?: Close registration 5–7 days before the run. That gives you enough time to process entries, make bib numbers, check the participant list and send final information without last-minute changes.
How many volunteers do I need for a forest run?: Plan at least one volunteer for registration, each rest point, each busy crossing and the finish area. Add one route coordinator and one reserve per 10 volunteers so absences do not leave a post unattended.
When should I mark the forest run route?: Check the complete route 3–5 days beforehand, then place arrows and kilometre markers on the day before or on the morning of the run. Recheck junctions immediately before the start because signs can be moved or obscured.

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