How to organize a 100 kilometer race

A 100 kilometer race needs more than a marked route and a start line. Begin with the venue, permits, insurance and medical support, then build the course and aid-station plan around the route. Registration and volunteer planning follow once you know the capacity and safety requirements. In the final weeks, the work shifts to participant information, bibs, supplies, signage and a precise race-day schedule.

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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 competition venue
2 people
2
Apply for competition permit
2 people
3
Set out the course
3 people
4
Check route permit
2 people
5
Reserve the start and finish area
2 people
6
Arrange medical support
2 people
7
Apply for traffic measures
2 people
8
Check insurance
9
Publish registration form
2 people
10
Send invitations
2 people
11
Recruit volunteers
3 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Assign start numbers
2 people
15
Send participant information
2 people
16
Create volunteer schedule
2 people
17
Determine supply points
3 people
18
Print the route map
2 people
19
Sort wristbands
2 people
20
Sort bib numbers
2 people
21
Attach medal ribbons
2 people
22
Distribute supplies by station
4 people
23
Fill coolers
3 people
24
Do the shopping
3 people
25
Lay out bib numbers
2 people
26
Set out course signs
3 people
27
Prepare route signs
3 people

Event

28
Build the start arch
4 people
29
Set up the finish area
5 people
30
Set up the registration desk
2 people
31
Set up supply stations
8 people
32
Place route arrows
6 people
33
Set up traffic barriers
4 people
34
Set up the first aid station
3 people
35
Test sound system
2 people
36
Register participants
4 people
37
Hand out starter packs
3 people
38
Receive luggage
3 people
39
Give participant briefing
2 people
40
Carry out the start procedure
4 people
41
Register round passes
6 people
42
Refill water
8 people
43
Refill Sports Drink
6 people
44
Serve fruit and snacks
8 people
45
Serve hot drinks
3 people
46
Empty trash bins
4 people
47
Keep the course clear
4 people
48
Escort participants to the medical station
2 people
49
Check off finishers
3 people
50
Hand out medals
2 people
51
Provide food for finishers
5 people
52
Return luggage
3 people
53
Check end times
2 people
54
Guide the last participants
3 people

Aftercare

55
Dismantle finish area
5 people
56
Dismantle supply stations
6 people
57
Remove route arrows
6 people
58
Remove traffic barriers
4 people
59
Collect waste
6 people
60
Clean the grounds
5 people
61
Inventory materials
2 people
62
Clean materials
4 people
63
Return rented materials
3 people
64
Publish results
2 people
65
Send participants' photos
2 people

What to bring

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

Furniture

Party tentsqty 6
Tablesqty 14
Chairsqty 30
Beer tablesqty 8
Clothes racksqty 3
Storage boxesqty 20

Equipment

Sound system
Microphonesqty 2
Stopwatchesqty 8
Mobile phonesqty 8
Power banksqty 10
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Bib numbersqty 220
Safety pinsqty 500
Participant Wristbandsqty 220
Finisher medalsqty 220
Route arrowsqty 180
Kilometer markersqty 25
Start and finish arch
Timing matsqty 2
Barrier tapeqty 12
Traffic conesqty 40
Reflective vestsqty 30
Changing room bagsqty 220
Cratesqty 40

Tableware

Reusable cupsqty 500
Bowlsqty 250
Platesqty 250
Cutlery setsqty 250
Thermos flasksqty 8

Kitchen

Coolersqty 16
Water jugsqty 20
Serving jugsqty 16
Cutting boardsqty 6
Kitchen knivesqty 6
Serving spoonsqty 12
Serving traysqty 8

Safety

First aid kitsqty 4
Emergency blanketsqty 30
Disposable glovesqty 200
Flashlightsqty 12

Lighting

Work lightsqty 8
Battery lanternsqty 12

Cleaning

Waste binsqty 16
Broom setsqty 4
Mopsqty 4
Bucketsqty 6

Catering

Groceries

Tips

Start with the route and permissions at least three to six months ahead. Confirm the competition venue, start and finish area, route permit, insurance and traffic measures before opening registration.
Plan aid stations by distance, not by guesswork. Decide where each station goes, list its supplies, then distribute crates, coolers, cups and route information to the correct station before race week.
Set a firm registration deadline, preferably two to four weeks before the race. Use the final participant list to assign bib numbers, sort wristbands, collect dietary requirements and prepare changing-room bags.
Recruit more volunteers than the minimum needed for registration, aid stations, course marking, timing and traffic points. Publish the volunteer schedule early and give every station a phone, power bank and clear handover instructions.
Walk or drive the full course shortly before race day and check every arrow, kilometer marker, cone and barrier. Put timing mats, the start and finish arch, medals, microphones and stopwatches on a separate setup checklist so they do not get left behind.

Frequently asked questions

How far in advance should I organize a 100 kilometer race?: Start the main planning three to six months before race day. Secure the venue, permits, insurance, medical support and traffic measures first; registration and detailed volunteer scheduling can follow once those are confirmed.
How many aid stations does a 100 kilometer race need?: There is no single fixed number, but many organizers place an aid station every 10 to 15 kilometers, resulting in roughly 7 to 10 stations over 100 kilometers. Adjust this for terrain, weather, cutoffs and medical advice.
When should registration close for a 100 kilometer race?: Close registration about two to four weeks before the race if you need final numbers for bibs, wristbands, dietary requirements, supplies and volunteer shifts. A clear deadline also gives participants time to receive the final information.
How many volunteers are needed for a 100 kilometer race?: Plan separately for registration, timing, aid stations, course marking, traffic points, the start and finish, and cleanup. As a working estimate, allow at least 2 to 4 volunteers per aid station plus dedicated people for safety and finish-line duties.

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.