How to organise a mountain marathon

A mountain marathon needs more than a marked route and a finish line. Start by fixing the date and route, then secure permits, insurance, locations, traffic measures and medical support before opening registration. The operational work comes next: volunteers, timing, toilets, signage, participant information and equipment. Use the final weeks to test every handover, check stock and walk the route again so race day is not the first time you discover a gap.

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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
Apply for permits
2 people
3
Take out insurance
4
Reserve start and finish location
5
Apply for traffic measures
2 people
6
Reserve timekeeping
7
Arrange medical support
8
Reserve portable toilets
9
Recruit volunteers
2 people
10
Prepare safety plan
2 people
11
Publish the participants page
12
Send invitations
2 people
13
Open registration
14
Process registrations
2 people
15
Collect dietary requirements
16
Check the route with site management
3 people
17
Set up the starting lanes
2 people
18
Assign volunteers
2 people
19
Send the volunteer briefing
20
Send participant information
21
Print race numbers
2 people
22
Prepare route signs
3 people
23
Test time tracking
2 people
24
Check stock
2 people
25
Do the shopping
3 people
26
Fill coolers
3 people
27
Assemble starter packs
5 people
28
Walk the route
3 people

Event

29
Cordon off the area
6 people
30
Set up tents
6 people
31
Set up tables and chairs
5 people
32
Set up start arch
4 people
33
Set up finish arch
4 people
34
Set up route arrows
8 people
35
Set up traffic barriers
6 people
36
Set up supply stations
8 people
37
Set up the first aid station
3 people
38
Set up the registration table
3 people
39
Hand out race numbers
6 people
40
Open the clothing drop-off
3 people
41
Register participants
6 people
42
Test music and microphone
2 people
43
Brief volunteers
3 people
44
Guide Participants to Start Corrals
6 people
45
Give the starting signal
2 people
46
Staff route checkpoints
16 people
47
Hand out water and sports drinks
12 people
48
Hand out fruit and energy gels
8 people
49
Refill drinks
4 people
50
Receive finishers
8 people
51
Hand out the medal and finish pack
6 people
52
Check time tracking
2 people
53
Publish results
2 people
54
Keep the finish area clean
4 people
55
Dismantle route checkpoints
8 people

Aftercare

56
Dismantle the finish area
8 people
57
Collect waste
6 people
58
Check the route for litter
6 people
59
Clean materials
4 people
60
Wash dishes
3 people
61
Sort leftover food
2 people
62
Email the results to participants
63
Return borrowed materials
3 people
64
Leave venue clean
4 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 40
Clothes racksqty 4
Waste binsqty 12

Equipment

Start arch
Finish arch
Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 20
Charging stationsqty 4
Time registration system
Laptopqty 2
Printersqty 2

Sports equipment

Route arrowsqty 80
Kilometer markersqty 43
Bib numbersqty 1200
Race bib strapsqty 1200
Finish medalsqty 1200
Garment bagsqty 600
Conesqty 60
Traffic barriersqty 80
Barrier tapeqty 12
Handcartsqty 4
Coolersqty 12
Jerry cansqty 20
Disposable cupsqty 5000
Drink tapsqty 12
Thermal labelsqty 200
Course mapsqty 1500

Tableware

Reusable cupsqty 300
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100
Pitcherqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Cutting boardsqty 6
Kitchen knivesqty 6
Serving plattersqty 12
Storage binsqty 20

Decorations

Start flagsqty 6
Finish flagsqty 6
Route bannersqty 12

Lighting

Work lightsqty 8
LED string lightsqty 6

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
First aid kitsqty 6
Work glovesqty 20
Litter pickersqty 6

Catering

Groceries

Tips

Lock the route and permissions first. Record the date and route, apply for permits, arrange insurance and confirm traffic measures before publishing the participant page or opening registration.
Plan the course around safety, not just distance. Check the route with site management, prepare clear route arrows and kilometre markers, and make sure medical support and walkie-talkies cover the points where teams may be separated.
Treat timing as a system that needs a rehearsal. Reserve the timekeeping service early, test the time registration system with the laptop and printers, and keep a manual backup for missing or unreadable bib numbers.
Brief volunteers with timings and locations, not general instructions. Assign people to starting lanes, aid or control points, the finish area and route checks, then send the briefing before race week so questions can be resolved.
Count consumables by participant plus a buffer. Check bib numbers, straps, cups, water containers, medals, waste bins and signage at least 7 days before the race; late shopping is difficult when the course is remote.

Frequently asked questions

How early should I start organising a mountain marathon?: Start at least 6 months before race day. Secure the route, permits, insurance, start and finish locations, traffic measures and medical support first; registration and volunteer planning can follow once those are confirmed.
When should mountain marathon registration open?: Open registration only after the route, date and key safety arrangements are confirmed, usually 3 to 4 months before the event. Set a closing date at least 7 days before race day so you can process entries, dietary requirements and bib numbers.
How many volunteers are needed for a mountain marathon?: The number depends on the course and number of control points, but plan separate coverage for the start, finish, route crossings, checkpoints and logistics. Finalise assignments at least 2 weeks before the race and send the volunteer briefing 5 to 7 days beforehand.
When should I mark the mountain marathon route?: Do a full route check 7 days before the race, then place or refresh arrows and kilometre markers as close to race day as access allows. Walk or drive the course again on the day before the event to check weather damage, missing signs and changed 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.