How to organise a ski marathon

A ski marathon needs more than a marked route and a start time. Begin by fixing the date, confirming the start and finish locations, and checking permits, insurance and snow conditions before opening registration. Then build the operational plan: participant limits, starter groups, volunteers, first aid, timing stations and an alternative route. Most problems appear in the final week, when equipment, batteries, clothing advice and participant information are still unfinished.

Organize this event for free with Lizzt

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
3 people
2
Confirm the start and finish location
2 people
3
Arrange permits and notifications
2 people
4
Check insurance coverage
5
Set the participant limit
2 people
6
Publish registration form
2 people
7
Send invitations
2 people
8
Recruit volunteers
2 people
9
Arrange first aid staffing
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Assign starter groups
2 people
13
Send participant information
2 people
14
Check the route for snow
4 people
15
Determine an alternative route
3 people
16
Schedule timing stations
2 people
17
Make material reservations
2 people
18
Prepare clothing and safety advice
2 people
19
Design race numbers
20
Print route maps
2 people
21
Sort bib numbers and wristbands
3 people
22
Do the shopping
3 people
23
Collect materials
4 people
24
Check skis and poles
3 people
25
Charge batteries and battery packs
2 people
26
Prepare route signs
3 people
27
Check the weather forecast
28
Lay out clothing and warm layers
2 people
29
Mark off the start and finish area
4 people
30
Build party tents
6 people
31
Set up tables and chairs
4 people
32
Hang lighting
3 people
33
Mark route
6 people
34
Set up supply stations
4 people
35
Set up registration tables
3 people
36
Prepare registration materials
2 people
37
Prepare hot drinks
3 people
38
Set out snacks and fruit
3 people
39
Set up first aid table
2 people
40
Brief volunteers
3 people

Event

41
Receive participants
5 people
42
Hand out race numbers
4 people
43
Check ski equipment
3 people
44
Give the safety briefing
2 people
45
Position start groups
5 people
46
Start the ski marathon
4 people
47
Monitor passageways
6 people
48
Record timing
3 people
49
Distribute supplies
6 people
50
Serve hot drinks
3 people
51
Refill drinks
3 people
52
Refill snacks
2 people
53
Staff route checkpoints
8 people
54
Receive participants at the finish
4 people
55
Check off finishers
3 people
56
Provide first aid
2 people
57
Follow up on missing participants
3 people
58
Guide the last participants
4 people
59
Collect results
2 people
60
Close the Finish Line
3 people
61
Inform participants of the results
2 people

Aftercare

62
Collect waste
5 people
63
Wash dishes
3 people
64
Clear tables and chairs
5 people
65
Remove route signs
5 people
66
Turn off lights
2 people
67
Clean the grounds
5 people
68
Inventory materials
3 people
69
Return materials
4 people
70
Clean coolers and thermoses
2 people
71
Store unused groceries
2 people
72
Register lost property
2 people
73
Publish results online
2 people
74
Send a thank-you gift to participants
2 people
75
Archive photos and documents
76
Report damage and shortages
2 people

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Buffet tables for distributionqty 6
Folding chairsqty 40
High tablesqty 6

Sports equipment

Cross-country skisqty 12
Cross-country ski polesqty 12
Spare tiesqty 6
Ski waxingqty 8
Wax brushesqty 4
Snow shovelsqty 4
Marker conesqty 30
Route arrowsqty 40
Starting gatesqty 6
Finish arch
Stopwatchesqty 6
Hand tally countersqty 6
Reflective vestsqty 25
Thermal labelsqty 20
Hand warmersqty 100

Equipment

Megaphoneqty 2
Walkie-talkiesqty 12
Mobile phonesqty 6
Power banksqty 8
Laptop
Printer
Extension cordsqty 8
Power stripsqty 6
Batteriesqty 40
First aid kitsqty 3
Emergency blanketsqty 30
Flashlightsqty 12
Measuring tapesqty 3
Clipboardsqty 12
Ballpoint pensqty 50
Paper formsqty 300
Table lampsqty 4
Charging cablesqty 12

Lighting

LED string lightsqty 8
LED work lightsqty 6
Headlampsqty 12
Reflective route ribbonqty 500

Tableware

Reusable cupsqty 250
Soup bowlsqty 180
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8

Kitchen

Thermos flasksqty 12
Soup kettlesqty 4
Kettlesqty 4
Coolersqty 8
Cutting boardsqty 6
Kitchen knivesqty 6
Serving traysqty 8
Measuring cupsqty 4

Catering

Groceries

Decorations

Bib numbersqty 220
Wristbandsqty 250
Route mapsqty 250
Information boardsqty 12
Direction sign holdersqty 40
Barrier tapeqty 12
Cable tiesqty 300
Cable tiesqty 300
Waterproof markersqty 12
Tapeqty 8

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broomsqty 6
Floor squeegeesqty 4
Bucketsqty 6
Microfiber clothsqty 24
Disinfectantqty 4
Toilet brushesqty 4

Tips

Set the route and backup route before publishing registration. Check snow conditions again during the final week, and make sure route arrows, marker cones and snow shovels can be placed quickly if conditions change.
Give yourself at least two weeks to recruit and brief volunteers. Assign clear roles for registration, course support, timing stations, first aid and the finish area, then provide walkie-talkies or charged phones.
Close registration early enough to process dietary requirements, sort bib numbers and wristbands, and assign starter groups. Send participant information at least 5 days before the event, including clothing and safety advice.
Test the timing setup before race day rather than at the start line. Charge stopwatches, phones, power banks and battery packs the day before, and pack spare batteries and extension cords with the equipment.
Plan the start and finish as separate work areas, even if they share one venue. Set up registration tables and tents first, keep the finish arch and distribution tables clear, and arrange lighting if participants may arrive in low light.

Frequently asked questions

How far in advance should I organise a ski marathon?: Start planning at least 8 to 12 weeks ahead. That gives you time to confirm the route and locations, arrange permits and insurance, recruit volunteers, open registration and prepare an alternative route.
When should ski marathon registration close?: Close registration 5 to 7 days before the event if you need to assign starter groups and prepare bib numbers. Keep the participant limit fixed once materials and volunteer shifts have been planned.
How many volunteers do I need for a ski marathon?: Plan at least one volunteer for registration, each timing station, the finish area and route support, plus separate first-aid staffing. Add one coordinator for every 10 to 15 volunteers so communication stays manageable.
When should I check the ski marathon route?: Check the route when you set it, again 7 days before the event, and once more on the day before the start. Use the final check to confirm snow conditions, signs, access points and whether the backup route is needed.

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.