How to organise an ultramarathon from start to finish
Organising an ultramarathon starts with a measured route, a realistic race plan and enough time for permits, insurance and medical cover. Work from the course backwards: decide where runners need aid, how traffic will be managed and how volunteers will move between stations. Registration, participant information and weather checks come later, but they depend on accurate distance and timing details. Use the final week to recheck the route, pack each supply station separately and prepare the start and finish areas.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Record route and distance
2 people
- 2
Apply for permits
- 3
Check insurance
- 4
Reserve start and finish location
- 5
Arrange first aid and medical cover
2 people
- 6
Coordinate traffic measures
2 people
- 7
Open the registration form
- 8
Send invitations
2 people
- 9
Publish the website and route map
2 people
- 10
Process registrations
2 people
- 11
Collect dietary requirements
- 12
Recruit volunteers
2 people
- 13
Assign volunteers
2 people
- 14
Check participant list
2 people
- 15
Assign start numbers
2 people
- 16
Send participant information
- 17
Check the weather forecast
- 18
Do the shopping
3 people
- 19
Re-inspect route
3 people
- 20
Sort bib numbers
3 people
- 21
Pack supply stations
4 people
- 22
Fill coolers
3 people
- 23
Bring materials to stations
4 people
- 24
Prepare the starting location
6 people
- 25
Prepare the finish location
5 people
- 26
Set up supply stations
3 people
- 27
Place route arrows
4 people
- 28
Put up barriers
4 people
- 29
Set up tables and chairs
4 people
- 30
Test timing equipment
2 people
- 31
Hand out emergency numbers
2 people
- 32
Check first aid supplies
2 people
Event
- 33
Register participants
4 people
- 34
Hand out race numbers
3 people
- 35
Collect clothing and luggage
3 people
- 36
Give the start briefing
2 people
- 37
Provide the starting signal
2 people
- 38
Follow participants along the route
4 people
- 39
Set out supplies
8 people
- 40
Serve water and sports drinks
8 people
- 41
Restock food at the stations
6 people
- 42
Refill drinks
5 people
- 43
Check off participants at the stations
6 people
- 44
Provide first aid
3 people
- 45
Check route lighting
2 people
- 46
Hand out flashlights
2 people
- 47
Register incoming participants
3 people
- 48
Award finisher medals
3 people
- 49
Serve finish drinks
3 people
- 50
Return luggage at the finish
3 people
- 51
Register dropouts
2 people
- 52
Guide the last participants
3 people
- 53
Clear the finish area
4 people
Aftercare
- 54
Remove route arrows
4 people
- 55
Remove the barriers
4 people
- 56
Dismantle supply stations
4 people
- 57
Clear tables and chairs
4 people
- 58
Gather materials
4 people
- 59
Clean up litter along the route
6 people
- 60
Clean tableware and coolers
3 people
- 61
Clean the start and finish area
5 people
- 62
Set damaged materials aside
2 people
- 63
Return borrowed equipment
3 people
- 64
Publish results
2 people
- 65
Thank participants
2 people
- 66
Process lost property
2 people
- 67
Count inventory
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Folding tablesqty 16
- Chairsqty 24
- Bar stoolsqty 6
- Luggage racksqty 4
- Clothes racksqty 2
Tableware
- Reusable cupsqty 500
- Bowlsqty 80
- Serving spoonsqty 16
- Pliersqty 12
Equipment
- Coolersqty 12
- Water jugsqty 24
- Thermos flasksqty 6
- Handheld scannersqty 6
- Power banksqty 8
- Walkie-talkiesqty 12
- Megaphonesqty 3
- Stopwatchesqty 6
- Laptop
- Printer
Sports equipment
- Bib numbersqty 180
- Safety pinsqty 400
- Finisher medalsqty 180
- Marking arrowsqty 250
- Route tapeqty 12
- Traffic conesqty 40
- Crowd barriersqty 20
- Headlampsqty 30
- Reflective vestsqty 30
- GPS trackersqty 20
- Luggage tagsqty 200
- Clipboardsqty 12
- Pensqty 40
- Route mapsqty 220
- Distance signsqty 20
- Timing matsqty 2
- Ropeqty 2
First aid
- First aid kitsqty 6
- AEDqty 2
- Stretcher
- Blanketsqty 12
- Ice packsqty 30
Lighting
- LED work lightsqty 12
- Extension cordsqty 8
- Power stripsqty 6
Cleaning
- Waste binsqty 20
- Broom setsqty 4
- Bucketsqty 6
- Mopsqty 6
- Cleaning glovesqty 20
Catering
- Groceries
Tips
- Record the full route and distance before opening registration. Use the confirmed course for the route map, participant information, start numbers and station planning; a late change creates work across every one of those areas.
- Apply for permits and check insurance before publishing the event. Traffic measures, crowd barriers and route marking may require approval, so allow several weeks rather than trying to arrange them in race week.
- Plan aid stations around the course, not just at the start and finish. Pack water, cups, coolers and other supplies by station, label each load clearly and bring it to the route before runners arrive.
- Assign volunteers to specific stations and shifts, then give them a way to communicate. Walkie-talkies, reflective vests and a printed participant list are easy to overlook until people are spread across a long course.
- Re-inspect the route shortly before race day and check the forecast again. Confirm that marking arrows, route tape, traffic cones, headlamps and GPS trackers are ready, especially for sections used in darkness or poor weather.
Frequently asked questions
- How far in advance should I organise an ultramarathon?
- Start at least 6 months before race day if the event needs permits, traffic measures and medical cover. Set the route and distance first, then allow several weeks for approvals before opening registration.
- How many aid stations does an ultramarathon need?
- Plan an aid station roughly every 10 to 15 kilometres, then add more for steep, remote or hot sections. The exact number depends on the route, expected pace and the supplies you can reliably deliver and restock.
- When should I send ultramarathon participant information?
- Send the main participant information at least 2 weeks before the race, including the route map, start details, equipment guidance and contact instructions. Send a short final update 2 to 3 days before the event with the weather and any confirmed changes.
- How many volunteers are needed for an ultramarathon?
- Allow at least 2 volunteers for each busy aid station and 1 to 2 people for quieter checkpoints, then add separate teams for registration, the start, the finish and route support. Final numbers depend on how many stations you operate and whether traffic control is required.
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.
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