How to organise an ultratrail from route to finish line

Organising an ultratrail starts with the route, not the race-day equipment. Fix the date and course first, then secure permits, insurance, start and finish locations, medical cover and water stations. After that, open registration and build the volunteer and communication plan around the course. The final week is for printing race materials, checking the forecast, preparing signs and moving equipment; leaving those jobs until race morning creates avoidable delays.

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
Reserve start and finish location
3
Apply for permits
4
Check insurance
5
Check the route for safety
4 people
6
Determine water stations
3 people
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Open registration form
10
Process registrations
2 people
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Arrange first aid staffing
14
Create a communication plan
2 people
15
Publish route map
16
Check the weather forecast
17
Check the shopping list
2 people
18
Print race numbers
2 people
19
Print participant list
20
Prepare route signs
3 people
21
Assemble packages
4 people
22
Do the shopping
3 people
23
Fill coolers
2 people
24
Bring materials to the venue
4 people

Event

25
Block off the start area
4 people
26
Set up finish arch
3 people
27
Set up tables and chairs
4 people
28
Set up registration desk
3 people
29
Set up signage
6 people
30
Set up water stations
8 people
31
Set up the first aid station
2 people
32
Test audio and microphone
2 people
33
Lay out bib numbers
2 people
34
Make coffee and tea
2 people
35
Receive participants
4 people
36
Hand out race numbers
4 people
37
Collect luggage
3 people
38
Give the route briefing
2 people
39
Give the starting signal
2 people
40
Register arrivals
4 people
41
Staff water stations
16 people
42
Refill drinks
6 people
43
Hand out food at water stations
8 people
44
Check route stations
4 people
45
Receive finishers
4 people
46
Hand out the medal and finish pack
3 people
47
Serve the finisher meal
6 people
48
Hand out clothing and luggage
3 people
49
Inform participants about closing
2 people
50
Check off the last participant
2 people

Aftercare

51
Remove route arrows
6 people
52
Take down the water stations
8 people
53
Clear the start and finish area
6 people
54
Collect waste
6 people
55
Wash dishes
3 people
56
Return materials
4 people
57
Clean the venue
4 people
58
Return rental items
2 people
59
Store leftover food
2 people
60
Publish participant results
2 people
61
Register lost and found items
62
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Clothes racksqty 4
Crowd control barriersqty 30

Sports equipment

Bib numbersqty 250
Race bib strapsqty 250
Route arrowsqty 180
Barrier tapeqty 20
Kilometer markersqty 50
Conesqty 40
Volunteer vestsqty 35
Finisher medalsqty 220
Wristbandsqty 250
Time-tracking chipsqty 250
Cable tiesqty 500

Equipment

Laptopqty 2
Printerqty 2
Walkie-talkiesqty 12
Power banksqty 10
Extension cordsqty 6
Power stripsqty 8
Portable speakersqty 2
Microphoneqty 2
Flashlightsqty 12
Coolersqty 12
Water jerry cansqty 30
Jerrycan pumpsqty 12
Thermos flasksqty 8

Tableware

Reusable cupsqty 300
Reusable platesqty 250
Reusable cutleryqty 250
Soup ladlesqty 12

Kitchen

Cutting boardsqty 8
Chef's knifeqty 8
Serving plattersqty 20
Pliersqty 12
Serving spoonsqty 12
Thermos cupsqty 20

Decorations

Finish bannersqty 4
Starting bannersqty 2
Sponsor bannersqty 20

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Waste binsqty 20
Hand broomsqty 6
Litter pickersqty 6
Bucketsqty 8
Mopsqty 6
Spongesqty 12
Washing-up basinsqty 6

First aid

First aid kitsqty 4
Emergency blanketsqty 30
Cold packs setsqty 20
Athletic tapeqty 20
Bandagesqty 200
Nitrile glovesqty 100

Catering

Groceries

Tips

Confirm the route and backup start and finish location before opening registration. Check crossings, remote sections and access for emergency vehicles, then document the route so volunteers receive the same instructions.
Plan water stations by distance and runner capacity rather than by location alone. Allow time for delivery, cooling and collection of water jerry cans, pumps, coolers and thermos flasks before the first runner arrives.
Recruit volunteers early and assign each person a named post, shift and contact method. A volunteer plan should cover aid stations, route marking, start and finish, registration, first aid and sweep duties, with a reserve for no-shows.
Publish the route map and participant information before race week, then collect dietary requirements during registration. Send one final message with arrival time, parking or access details, mandatory equipment and the deadline for changes.
Treat race morning as setup and verification, not construction. Put up route arrows, kilometre signs, cones and barrier tape in advance, charge radios and power banks, test timing equipment, and keep printed participant lists and bibs in a dry, accessible place.

Frequently asked questions

How far in advance should I organise an ultratrail?: Start planning at least 6 months ahead for a small ultratrail, and earlier if permits, land access or road crossings are involved. Aim to have the route, insurance, start and finish locations and permit applications settled before opening registration.
How many water stations does an ultratrail need?: Set stations according to the course, weather and expected runner time rather than using one fixed number. As a planning baseline, review every 5 to 10 kilometres and add coverage for exposed or remote sections; confirm exact supply volumes after registrations close.
When should ultratrail volunteers be assigned?: Assign volunteer roles at least 2 weeks before race day and send shift times, meeting points and emergency contacts at the same time. Reconfirm attendance 3 to 5 days beforehand and keep a short reserve list for absences.
When should I put up ultratrail route markings?: Mark the course as close to race day as access rules allow, usually the day before or early on race morning. Walk or drive the route after marking, replace missing signs, and remove all arrows, tape and cones immediately after the final runner passes.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!