How to organise a hill cross-country race

Start with the route, not the race-day equipment. Measure the distance, walk the hills and identify narrow sections, crossings and places where runners could miss a turn. Then secure the start and finish location, permissions and insurance before opening registration. Build the volunteer plan around the course, and leave enough time for bibs, signs, timing equipment, catering and a final route check.

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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
Map out the route and distances
2 people
2
Reserve start and finish location
3
Apply for required permits
4
Check insurance and permission
5
Recruit volunteers
2 people
6
Send invitations
2 people
7
Open registration form
8
Publish route information
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Assign traffic posts
2 people
13
Book catering
14
Order prizes and medals
15
Design race numbers
16
Print race numbers
2 people
17
Check participant list
2 people
18
Scout the route in advance
3 people
19
Mark route bottlenecks
3 people
20
Check the weather forecast
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Collect materials
3 people
24
Transport materials
3 people
25
Check the route again
3 people
26
Lay out race numbers per participant
2 people
27
Give volunteer briefing
2 people
28
Build party tents
4 people
29
Set up tables and chairs
4 people
30
Mark off the start and finish area
4 people
31
Place route arrows
5 people
32
Mark traffic posts
3 people
33
Connect the sound system
2 people
34
Set up timekeeping
2 people
35
Prepare first aid supplies
2 people
36
Set up water station
3 people
37
Prepare coffee and tea
2 people
38
Set out snacks and fruit
3 people
39
Set up the bib number desk
2 people
40
Lay out prizes and medals
2 people
41
Check toilets
2 people

Event

42
Open registration desk
4 people
43
Process late registrations
2 people
44
Receive participants
4 people
45
Give the safety briefing
2 people
46
Fill the start area
4 people
47
Start the running race
3 people
48
Staff traffic posts
6 people
49
Record split times
2 people
50
Staff the water station
3 people
51
Refill drinks
2 people
52
Welcome finishers
3 people
53
Hand out medals
2 people
54
Serve snacks
3 people
55
Provide first aid
2 people
56
Register lost property
57
Check end times
2 people
58
Prepare the results
2 people
59
Hold the awards ceremony
3 people
60
Inform departing visitors
2 people

Aftercare

61
Remove route arrows
5 people
62
Clear away traffic materials
3 people
63
Take down the start and finish area
4 people
64
Dismantle the sound system
2 people
65
Take down tents
4 people
66
Clear tables and chairs
4 people
67
Wash dishes
3 people
68
Collect waste
4 people
69
Clean the venue
4 people
70
Transport materials back
3 people
71
Return borrowed materials
2 people
72
Send results to participants
73
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

Map and measure the route before announcing the race. Mark every bottleneck, road crossing and unclear turn, then publish the distance and route information only after an advance course inspection.
Handle permissions, insurance and the start and finish location early. Aim to have these confirmed before registration opens, because changing the course after people have signed up creates avoidable work.
Assign volunteers by post rather than simply counting heads. Give each traffic point and route section a named person, a walkie-talkie or phone backup, and clear instructions on when they should arrive.
Prepare participant information and race materials at least one week before race day. Check the registration list, dietary requirements, bib numbers, bib clips, route arrows and kilometre markers before packing everything for transport.
Repeat the route check close to the start, ideally the day before and again on race morning if conditions change. Bring spare route arrows, power banks and first aid kits, and test the stopwatches, speakers and microphone before runners arrive.

Frequently asked questions

How far in advance should I organise a hill cross-country race?: Start planning at least 8 to 12 weeks ahead. Use the first few weeks for route measurements, location approval, permits, insurance and volunteer recruitment, then open registration once the key details are fixed.
When should registration open for a cross-country race?: Open registration after the route, distance, start and finish location, and basic safety arrangements are confirmed. A practical window is 4 to 8 weeks before race day, leaving time to process entries and print bib numbers.
How many volunteers do I need for a hill cross-country race?: Plan at least one volunteer for every traffic post or route section that needs supervision, plus a small finish and registration team. Confirm the final number after scouting the course; a route with several crossings and bottlenecks may need 10 or more people.
When should I check the route again before race day?: Do a full check the day before the race and inspect it again on race morning if there has been heavy rain, wind or course activity. Reconfirm arrows, kilometre markers, crossings and any muddy or blocked sections 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.