How to organise an ultramarathon from start to finish

An ultramarathon needs more than a marked route and a finish line. Start with the course, permits, insurance and medical cover, then build registration and volunteer planning around the route. Aid stations, timing, runner records and transport need firm deadlines because late changes affect the whole race. This guide shows the order of work and the details organisers most often leave too late, from route approval to bib sorting and final weather checks.

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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
Reserve starting location
2
Set out the course
3 people
3
Apply for permits
4
Arrange insurance
5
Arrange the first aid team
6
Book the timing service
7
Check route permit
2 people
8
Publish event page
9
Open registration
10
Send invitations
11
Recruit volunteers
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Send route map
15
Assign volunteers
2 people
16
Confirm station staffing
2 people
17
Check participant list
2 people
18
Print race numbers
2 people
19
Prepare route signs
2 people
20
Plan supply stations
3 people
21
Create medical instructions
2 people
22
Check the weather forecast
23
Send participant letter
24
Buy supplies
3 people
25
Sort bib numbers
2 people
26
Distribute supplies by post
4 people
27
Load equipment
4 people

Event

28
Mark out the start area
5 people
29
Set up the finish area
5 people
30
Set up supply stations
8 people
31
Mark the course
6 people
32
Secure traffic points
6 people
33
Install time tracking
3 people
34
Set up the first aid station
3 people
35
Register participants
5 people
36
Hand out starter pack
4 people
37
Collect luggage
3 people
38
Give participant briefing
2 people
39
Give the signal
3 people
40
Guard the start area
4 people
41
Staff route checkpoint
2 people
42
Refill water
8 people
43
Refill Sports Drink
6 people
44
Distribute food
8 people
45
Serve coffee and tea
3 people
46
Collect waste
4 people
47
Register participants at the finish
3 people
48
Give finisher medals
2 people
49
Hand out finish drinks
3 people
50
Return luggage
3 people
51
Check intermediate times
2 people
52
Follow up on missing runners
2 people
53
Accompany the final runner
2 people

Aftercare

54
Dismantle finish area
5 people
55
Dismantle supply stations
8 people
56
Remove course markings
6 people
57
Clean up waste
6 people
58
Clean the venue
5 people
59
Inventory supplies
2 people
60
Read out time tracking
2 people
61
Publish results
62
Register lost and found items
63
Pack return materials
3 people
64
Return rented equipment
3 people
65
Send participant email
66
Restock medical supplies

What to bring

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

Furniture

Party tentsqty 6
Folding tablesqty 18
Chairsqty 30
Beer tablesqty 6
Luggage racksqty 4

Equipment

Coolersqty 10
Water dispensersqty 12
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 8
Power stripsqty 8
Walkie-talkiesqty 12
Megaphonesqty 2
Punch clocksqty 4
Laptopsqty 2
Printersqty 2

Sports equipment

Bib numbersqty 130
Race bib strapsqty 130
Medal ribbonsqty 130
Marker flagsqty 120
Route arrowsqty 180
Traffic conesqty 80
Crowd barriersqty 20
Rolls of barrier tapeqty 12
Disposable cupsqty 2500
Water bottle cratesqty 20
Timing matsqty 4
Luggage tagsqty 130
Finish medalsqty 130

Tableware

Reusable mugsqty 150
Reusable platesqty 150
Reusable cutleryqty 150

Kitchen

Thermos flasksqty 8
Soup potsqty 4
Serving spoonsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Ice packsqty 30

Cleaning

Waste binsqty 16
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6

Lighting

LED lampsqty 12
Battery lanternsqty 12
Spare batteriesqty 48

Safety

First aid kitsqty 4
Emergency blanketsqty 20
Fire extinguishersqty 2
Safety vestsqty 40

Catering

Groceries

Tips

Lock the route before opening registration. Confirm the starting location, route permit and insurance first, then publish a map that matches the signs, barriers and aid-station locations you can actually staff.
Plan aid stations by distance and expected arrival time, not just by available space. Confirm each station’s volunteer team, water, cups, food and communication method at least 7 days before race day.
Set a volunteer deadline at least 2 weeks before the race. Assign people to registration, course crossings, aid stations, luggage, the finish and medical support, then give station leads a walkie-talkie or another agreed contact method.
Send the participant letter 7 days before the start. Include the route map, arrival instructions, mandatory medical information, aid-station details and the deadline for dietary requirements so runners do not rely on last-minute messages.
Prepare bibs and timing equipment in two stages: sort bib numbers when registrations close, then test the timing mats, punch clocks, laptops and printer at least 1 day before the race. Keep a printed participant list as a backup if power or connectivity fails.

Frequently asked questions

How long does it take to organise an ultramarathon?: Allow at least 6 months for a first ultramarathon, especially when permits, insurance and a long route are involved. Set the course and starting location first, and open registration only after those essentials are confirmed.
When should ultramarathon registration open?: Open registration after the route permit, insurance, medical cover and timing service are arranged. A practical target is 3 to 6 months before race day, leaving enough time to process registrations and recruit volunteers.
How many volunteers do I need for an ultramarathon?: Budget for at least 2 volunteers at every busy aid station, plus separate people for registration, the finish, luggage, course crossings and a volunteer coordinator. Add a reserve team of about 10% because long races create absences and late changes.
When should I send the final ultramarathon information to runners?: Send the participant letter and route map 7 days before the race, then send a short weather and arrival update 24 to 48 hours before the start. Confirm the final participant list and bib numbers no later than 1 day before race day.

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.