How to organise a trail marathon

A trail marathon needs more than a marked route and a start line. Begin by securing the course, permits and start and finish locations, then build the safety, timing and volunteer plan around them. Registration and participant communication should follow once the route details are stable. In the final week, check the weather, starting list, medical information, supplies and water stations so race day is spent managing the course rather than fixing preventable gaps.

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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
Apply for competition permit
2
Record trail route
2 people
3
Check the route for accessibility
3 people
4
Reserve start and finish location
5
Apply for traffic measures
6
Reserve toilets
7
Arrange first aid staffing
8
Reserve timekeeping
9
Check insurance
10
Publish the participants page
11
Send invitations
2 people
12
Open registration
13
Process registrations
2 people
14
Collect dietary requirements
15
Recruit volunteers
2 people
16
Assign volunteers
17
Check the starting list
2 people
18
Order race numbers
19
Collect medical information
2 people
20
Check the weather forecast
21
Send participant letter
22
Print the route map
2 people
23
Pick up groceries
3 people
24
Lay out bib numbers
3 people
25
Restock water stations
6 people
26
Prepare route signs
3 people
27
Check first aid kits
2 people
28
Charge batteries and battery packs
2 people

Event

29
Open venue
2 people
30
Build the start arch
4 people
31
Build the finish arch
4 people
32
Set up tables and tents
6 people
33
Block off the start area
4 people
34
Cord off the finish area
4 people
35
Place route arrows
8 people
36
Place kilometer markers
4 people
37
Set up water stations
8 people
38
Install time tracking
3 people
39
Test sound system
2 people
40
Set up the first aid station
3 people
41
Set up the cloakroom
3 people
42
Staff the registration desk
4 people
43
Hand out race numbers
4 people
44
Collect bags
3 people
45
Guide participants to the starting pen
4 people
46
Give the start briefing
2 people
47
Start the competition
4 people
48
Staff traffic posts
10 people
49
Staff route checkpoints
12 people
50
Direct participants onward
8 people
51
Refill drinks
6 people
52
Restock fruit and snacks
4 people
53
Register finishers
4 people
54
Present medal
3 people
55
Welcome finishers
3 people
56
Serve the hot meal
6 people
57
Serve coffee and tea
3 people
58
Settle drink bills
2 people
59
Check results
2 people
60
Carry out award ceremony
4 people
61
Receive the last participants
3 people

Aftercare

62
Remove route arrows
8 people
63
Remove traffic materials
4 people
64
Complete bag distribution
3 people
65
Wash dishes
4 people
66
Collect waste
6 people
67
Clean the venue
6 people
68
Take down tents and tables
6 people
69
Store equipment safely
3 people
70
Return borrowed materials
2 people
71
Take waste to the collection point
2 people
72
Publish results
73
Share participant photos
74
Handle lost property

What to bring

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

Furniture

Party tentsqty 4
Registration tablesqty 4
Catering tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Waste binsqty 12
Coat racksqty 3

Sports equipment

Start arch
Finish arch
Route arrowsqty 120
Kilometer markersqty 43
Barrier tapeqty 12
Bib numbersqty 350
Race bib strapsqty 350
Finish medalsqty 350
Starting area barriersqty 20
Crowd barriersqty 30
Course tapeqty 20
Collapsible water bowlsqty 10
Water bottle cratesqty 20
Clipboardsqty 15
Pensqty 50
Whistlesqty 20

Equipment

Time registration system
Laptopqty 2
Tabletsqty 6
Walkie-talkiesqty 20
Mobile phonesqty 6
Mobile sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Charging cablesqty 12

Lighting

LED work lightsqty 8
String lightsqty 6
Headlampsqty 20

First aid

First aid kitsqty 4
Thermal blanketsqty 30
Ice packsqty 20
Disposable glovesqty 100
Bandagesqty 200
Athletic tapeqty 20

Tableware

Reusable cupsqty 500
Reusable platesqty 350
Reusable cutleryqty 400
Coffee cupsqty 150
Thermos flasksqty 12

Kitchen

Coolersqty 12
Coolersqty 8
Serving jugsqty 20
Serving spoonsqty 12
Cutting boardsqty 6
Kitchen knivesqty 6
Serving traysqty 12
Food containersqty 20

Cleaning

Trash bag holdersqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning spongesqty 12
Hand soap dispensersqty 8
Disinfectantqty 4

Administration

Participant listsqty 20
Route mapsqty 400
Volunteer badgesqty 50
Pen holdersqty 8
Wristbandsqty 400

Catering

Groceries

Tips

Record the full trail route early and check it for accessibility, crossings and points where runners could miss a turn. Print the route map and place arrows and kilometre markers only after the final course inspection.
Apply for the competition permit and traffic measures before opening registration. Allow at least 6–8 weeks for approvals, especially if the course uses public roads or needs crowd barriers.
Plan one named volunteer for each water station, junction and start or finish duty, plus a small reserve team. Give every team a route section, a phone or walkie-talkie and a clear reporting time.
Close registration with enough time to order bib numbers, collect medical and dietary information, and publish a final starting list. Send the participant letter no later than 7 days before the race with parking, start times, route and safety instructions.
Count water, cups or bottles and groceries by station rather than as one total. Recheck the forecast 48 hours before the start, then restock each station and confirm first-aid and timing staff on the final briefing.

Frequently asked questions

How long does it take to organise a trail marathon?: Allow at least 3–6 months for a first edition. Permits, traffic measures, insurance, venue reservations and volunteer recruitment should start before registration opens, ideally 8–12 weeks ahead.
How many volunteers do you need for a trail marathon?: The number depends on the route, but plan one volunteer at each water station and major junction, plus teams for registration, start, finish, first aid and course marking. Add a reserve group of roughly 10% so absences do not leave a post uncovered.
When should trail marathon registration close?: Close registration at least 7–14 days before race day if you need to order bib numbers and prepare a checked starting list. A later closing date is possible only if your supplier and timing system can handle late entries.
When should you mark a trail marathon course?: Do a full route check 1–2 weeks before the race, then place the final arrows, tape and kilometre markers shortly before the event. Inspect the course again on race morning because weather, maintenance or other trail users can remove markings.

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.