How to organise an MTB marathon from route to finish
An MTB marathon needs more than a marked trail and a start arch. Begin with a fixed date, a realistic route and permission to use every section, then build the safety plan around the terrain, access points and expected rider numbers. Registration, volunteers, first aid, signage and rider communications must line up before race week. The final route check and weather review are where many avoidable problems are found.
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
Check permits and notifications
2 people
- 3
Reserve start and finish location
- 4
Coordinate the route with landowners
2 people
- 5
Arrange insurance and liability
- 6
Prepare safety plan
2 people
- 7
Map out the route digitally
- 8
Define the target participant group
2 people
- 9
Publish registration form
- 10
Send invitations
2 people
- 11
Approach sponsors and partners
2 people
- 12
Process registrations
2 people
- 13
Update participant list
2 people
- 14
Collect dietary requirements
- 15
Recruit volunteers
2 people
- 16
Assign volunteer posts
2 people
- 17
Assign traffic posts
2 people
- 18
Coordinate first aid staffing
- 19
Carry out a route check
3 people
- 20
Process route changes
2 people
- 21
Check the weather forecast
- 22
Send participant information
2 people
- 23
Sort bib numbers and wristbands
2 people
- 24
Print route maps
- 25
Do the shopping
3 people
- 26
Fill coolers
2 people
Event
- 27
Check participants' bicycles
4 people
- 28
Build the start and finish arch
4 people
- 29
Build party tents
4 people
- 30
Set up tables and chairs
4 people
- 31
Set up the registration table
3 people
- 32
Cord off the bike parking area
2 people
- 33
Place route arrows and ribbons
6 people
- 34
Instruct traffic posts
2 people
- 35
Set up supply stations
4 people
- 36
Set out first aid supplies
2 people
- 37
Test sound system
2 people
- 38
Hand out race numbers
4 people
- 39
Register participants
4 people
- 40
Check helmets and equipment
3 people
- 41
Give rider briefing
2 people
- 42
Fill the start area
4 people
- 43
Start the MTB marathon
6 people
- 44
Staff the route post
8 people
- 45
Distribute supplies
6 people
- 46
Refill drinks
3 people
- 47
Assist with mechanical breakdowns
3 people
- 48
Record split times
3 people
- 49
Check off finishers
4 people
- 50
Hand out the medal and food
5 people
- 51
Serve finish drinks
3 people
- 52
Guide the last participant
2 people
- 53
Dismiss route marshals
2 people
- 54
Check results
2 people
- 55
Present prizes
3 people
Aftercare
- 56
Remove route arrows and ribbons
6 people
- 57
Clear the grounds immediately
6 people
- 58
Collect and sort waste
4 people
- 59
Wash dishes
3 people
- 60
Fold tables and chairs
4 people
- 61
Take down party tents
4 people
- 62
Clean the venue
5 people
- 63
Inventory materials
2 people
- 64
Return borrowed materials
2 people
- 65
Check route for damage
3 people
- 66
Publish results
- 67
Send a thank-you gift to participants
2 people
- 68
Report outstanding damage
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 4
- Folding tableqty 10
- Folding chairqty 24
- Standing tableqty 4
- Waste binqty 8
Sports equipment
- Start and finish arch
- Route arrowqty 80
- Barrier tapeqty 12
- Marker coneqty 30
- Bib numberqty 130
- Wristbandqty 130
- Medalqty 120
- Stage stand
- Spare inner tubeqty 20
- Bike pumpqty 6
- Mini pumpqty 10
- Tire leverqty 20
- Multitoolqty 10
- Chain oilqty 4
- Bike crateqty 8
- Bicycle rackqty 6
Equipment
- Two-way radioqty 12
- Megaphoneqty 2
- Speakerqty 2
- Microphoneqty 2
- Extension cordqty 6
- Power stripqty 6
- Laptopqty 2
- Printer
- Power bankqty 8
- Flashlightqty 12
- Battery chargerqty 4
Tableware
- Reusable drinking cupqty 180
- Reusable plateqty 140
- Reusable cutleryqty 140
- Coffee cupqty 120
- Thermosqty 8
Kitchen
- Cool boxqty 10
- Cutting boardqty 6
- Chef's knifeqty 6
- Serving tongsqty 8
- Trayqty 12
- Pitcherqty 12
- Coffee makerqty 2
- Kettleqty 2
- Gas burnerqty 2
- Gas cylinderqty 2
- Cooling packqty 30
- Jerrycanqty 8
- Hand sanitiser pumpqty 8
Cleaning
- Broomqty 4
- Litter pickerqty 6
- Bucketqty 6
- Mopqty 6
- Cleaning spongeqty 12
- Dishpanqty 4
Decorations
- Route signqty 18
- Banner flagqty 12
- Stage ribbon
Lighting
- LED lampqty 12
- String lightsqty 6
- Reflectorqty 40
Groceries
- Groceries
Tips
- Set the route and date before opening registration. Map the course digitally, confirm landowner approval and record access points so you can explain where first aid, traffic posts and volunteers are needed.
- Check permits, insurance and liability early. Allow at least 8–12 weeks for notifications and approvals, because a route through several properties or public roads may require more than one agreement.
- Build staffing from the route rather than from a target headcount. Assign named volunteers to junctions, traffic posts and support points, then confirm first-aid cover and two-way radio or phone communication at least 14 days before the event.
- Send rider information no later than 7 days before the start. Include the start and finish procedure, route maps, bib number or wristband instructions, safety rules, expected weather conditions and what riders should do if they withdraw.
- Do a full route check during the week before the marathon and repeat it after major weather changes. Replace missing route arrows, check barrier tape and marker cones, and prepare spare inner tubes, pumps, tyre levers, a multitool and chain oil where mechanical help is available.
Frequently asked questions
- How far in advance should I organise an MTB marathon?
- Start planning at least 3 months before the event, and earlier if the course uses public roads or several landowners. Fix the date and route first, then allow 8–12 weeks for permits, notifications and agreements.
- When should MTB marathon registration open?
- Open registration after the route, date and basic safety arrangements are confirmed. Close or review the participant list 7–14 days before the event so you can prepare bib numbers, wristbands, staffing and rider information accurately.
- How many volunteers do I need for an MTB marathon?
- Assign at least one named volunteer to every traffic point, key junction and support position, then add a coordinator for each course section. Final numbers depend on the route and rider count, but confirm every post 14 days before the start.
- When should I check the MTB marathon route?
- Carry out a complete route check 5–7 days before the marathon and check it again after heavy rain or other major changes. Walk or ride every marked section, verify arrows and barriers, and record any route changes before sending final information to participants.
Start this plan in Lizzt
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