How to organise a mountain run

Start with the route, date and start-finish location before opening registration. A mountain run needs more than a marked trail: you also need permits, traffic controls, first aid, timing and volunteers who know their exact posts. Work backwards from race day, allowing time for route checks, bib and medal orders, participant information and a final weather decision. The plan below follows that order so problems are found before runners arrive.

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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
Set the date and route
2 people
2
Arrange permits and notifications
2 people
3
Confirm the start and finish location
4
Develop the traffic plan
2 people
5
Recruit volunteers
2 people
6
Send invitations
2 people
7
Publish registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Check the route
3 people
11
Order race numbers
12
Ordering medal quantities
13
Prepare time tracking
2 people
14
Assign volunteer tasks
2 people
15
Arrange first aid staffing
2 people
16
Assign traffic posts
2 people
17
Make Course Maps
18
Send participant information
19
Check the weather forecast
20
Do the shopping
3 people
21
Sort bib numbers
3 people
22
Print participant lists
23
Prepare route signs
2 people
24
Fill coolers
2 people
25
Check first aid supplies
26
Prepare the volunteers briefing

Event

27
Mark the start and finish area
4 people
28
Build party tents
4 people
29
Set up tables and chairs
4 people
30
Set up registration desk
2 people
31
Lay out bib numbers
2 people
32
Set up the drink stations
4 people
33
Set up the first aid station
2 people
34
Place course signs
6 people
35
Set up traffic barriers
4 people
36
Staff traffic posts
8 people
37
Test time tracking
2 people
38
Brief volunteers
2 people
39
Open registration
3 people
40
Hand out race numbers
3 people
41
Staff the luggage check-in
2 people
42
Lead the warm-up
2 people
43
Guide participants to the start
3 people
44
Give the signal
2 people
45
Refill drinks
4 people
46
Record the finish
3 people
47
Handle medal distribution
3 people
48
Hand out fruit and snacks
3 people
49
Keep first aid available
2 people
50
Welcome arriving runners
2 people
51
Check Time Results
2 people
52
Prepare awards ceremony
2 people
53
Carry out award ceremony
3 people
54
Clear the finish area
5 people
55
Collect course signs
6 people
56
Remove traffic barriers
4 people
57
Collect waste
4 people
58
Take down tents
4 people
59
Move materials to storage
4 people
60
Wash dishes
3 people

Aftercare

61
Clean the venue
4 people
62
Collect lost and found items
2 people
63
Export time tracking
64
Publish results
65
Thank participants
66
Store leftover groceries
2 people
67
Return rental items
2 people
68
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 30
Beer tablesqty 4
Clothes racksqty 2
Storage cratesqty 12

Sports equipment

Bib numbersqty 250
Race bib strapsqty 250
Finisher medalsqty 250
Route arrowsqty 80
Kilometer markersqty 12
Ribbonsqty 10
Conesqty 40
Traffic barriersqty 20
Stop signsqty 8
Competition ribbonqty 2

Equipment

Laptopqty 2
Tabletsqty 3
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 12
Megaphonesqty 3
Stopwatchesqty 6
Power banksqty 6
Coolersqty 8
Hand sanitizer dispensersqty 6

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Catering

Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 10
Drink dispensersqty 4
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 30
Groceries

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Thermos bottlesqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 2
Bucketsqty 4
Work glovesqty 12

Lighting

LED lampsqty 8
Flashlightsqty 8

Decorations

Start-finish banner
Buntingqty 8
Directional signsqty 12

Tips

Fix the route and start-finish location first, then allow several weeks for permits, notifications and the traffic plan before publishing registration. Route changes after people register create avoidable confusion.
Set volunteer numbers by post, not just by total headcount. Give each traffic post, aid station and finish-area role a named person, a meeting time and a way to communicate, such as a walkie-talkie.
Close registration early enough to order bib numbers, medals and refreshments. Once entries are processed, sort bib numbers, print participant lists and collect dietary requirements instead of trying to do it on race morning.
Walk or drive the full route before race day and mark every turn, kilometre point and hazard. Check that route arrows, cones, barriers and stop signs are visible from a runner’s approach, including in poor weather.
Prepare the finish area as a separate operation: set up timing equipment, power supplies, tables, coolers and first aid before participants arrive. Check the weather forecast shortly before the event and keep tents, power banks and extra clothing or shelter ready if conditions change.

Frequently asked questions

How far in advance should I organise a mountain run?: Start at least 8 to 12 weeks before race day. That gives you time to confirm the route, arrange permits and notifications, recruit volunteers, open registration and order bib numbers and medals.
How many volunteers do I need for a mountain run?: Plan one named volunteer for every traffic or route-control post, plus separate people for registration, timing, first aid support and the finish area. Add at least 10% extra cover so one absence does not leave a post unmanned.
When should I send mountain run information to participants?: Send the main participant information at least 7 days before the run, including the start time, route map, parking or arrival instructions, equipment guidance and contact details. Send a short weather and final logistics update 24 to 48 hours before the start.
How do I prepare a mountain run for bad weather?: Check the forecast 48 hours before the event and again on race morning. Define a clear cancellation or route-change deadline, then prepare shelter, power banks, coolers and a communication message so participants and volunteers receive the decision at least 3 hours before the 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.