How to organize a forest marathon

A forest marathon starts with the route, not the race-day equipment. Confirm the competition venue and start-finish area, then allow time for permits, traffic measures, safety checks and first aid staffing. Registration, timing and volunteer assignments need to be settled before you send final participant information. In the final week, check the forecast, mark the route in advance and verify every number, map, radio and water point.

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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
Apply for event permit
3
Set the forest route
2 people
4
Check the route for safety
3 people
5
Reserve the start and finish area
6
Apply for traffic measures
7
Arrange first aid staffing
8
Reserve timekeeping
9
Recruit volunteers
2 people
10
Send invitations
2 people
11
Open registration
12
Distribute promotional materials
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Check participant list
2 people
16
Assign start numbers
2 people
17
Print route maps
2 people
18
Prepare race numbers
3 people
19
Assign volunteers
2 people
20
Develop traffic posts
2 people
21
Check the weather forecast
22
Send participant information
23
Do the shopping
3 people
24
Collect materials
3 people
25
Mark out the route in advance
4 people
26
Fill coolers
2 people
27
Check first aid supplies
2 people
28
Lay out bib numbers
3 people
29
Prepare catering
4 people
30
Set up tents
4 people
31
Set up tables and chairs
4 people
32
Set up registration desk
3 people
33
Build the finish arch
3 people
34
Block off the start area
3 people
35
Place route arrows
6 people
36
Set up water stations
6 people

Event

37
Staff traffic posts
8 people
38
Open registration
4 people
39
Hand out race numbers
4 people
40
Collect luggage
2 people
41
Inform participants
2 people
42
Lead the group warm-up
2 people
43
Give the starting signal
2 people
44
Refill water
6 people
45
Hand out sports drinks
6 people
46
Hand out fruit
4 people
47
Operate timekeeping
3 people
48
Receive finishers
5 people
49
Hand out medals
3 people
50
Serve finish catering
5 people
51
Refill drinks
3 people
52
Staff the first aid station
3 people
53
Hand out luggage
2 people
54
Publish results
2 people
55
Handle prize ceremony
3 people
56
Guide the last participants
4 people
57
Check the route
3 people

Aftercare

58
Dismantle the finish area
5 people
59
Remove route arrows
5 people
60
Clear away traffic materials
4 people
61
Collect waste
5 people
62
Wash dishes
3 people
63
Clean the venue
4 people
64
Inventory materials
2 people
65
Return rental items
3 people
66
Store leftover catering
2 people
67
Send final results
68
Send a thank-you gift to participants
69
Process lost and found items
70
Archive permit documents

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Clothes racksqty 4
Luggage binsqty 12

Sports equipment

Bib numbersqty 350
Start number bandsqty 350
Finish medalsqty 350
Route arrowsqty 120
Kilometer markersqty 45
Crowd control barriersqty 30
Traffic conesqty 60
Route tapeqty 12
Disposable cupsqty 1800
Spongesqty 300
Wristbandsqty 400
First aid kitsqty 4
Emergency blanketsqty 30
Ice packsqty 30
Stretcherqty 2
Safety vestsqty 30

Equipment

Time registration system
Laptopqty 2
Tabletsqty 4
Mobile chargersqty 8
Walkie-talkiesqty 12
Megaphoneqty 2
Handheld microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 10
Thermos flasksqty 6
Water jugsqty 12
Hand tally countersqty 4
Flashlightsqty 12
Batteriesqty 48

Tableware

Reusable cupsqty 500
Platesqty 400
Cutlery setsqty 400
Coffee cupsqty 100
Serving traysqty 8

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Ice packsqty 30

Decorations

Finish arch
Start banner
Finish banner
Information boardsqty 12
Directional signsqty 30
Prize trophiesqty 6

Lighting

LED lampsqty 12
Work lightsqty 4

Cleaning

Waste binsqty 20
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 2
Cleaning brushesqty 4
Rubber glovesqty 12
Disinfectant sprayqty 6
Hand soap dispensersqty 6
Paper dispensersqty 6

Catering

Groceries

Tips

Set the forest route and check it on foot before opening registration. Record every turn, crossing and access point so route arrows, kilometer markers and traffic posts can be placed consistently.
Start permit and traffic applications early enough to receive approval before promotional materials go out. A route that crosses roads or shared paths may need measures you cannot arrange at short notice.
Treat volunteer planning as a staffing calculation: assign people to registration, crossings, start and finish, aid points and route checks, then keep a reserve for no-shows. Give each team a clear post, contact method and arrival time.
Close registration before the final participant briefing, not on race morning. Use the participant list to assign bib numbers, check dietary requirements and prepare race numbers, maps and start number bands.
Test the time registration system, laptop, tablets, chargers and walkie-talkies before setup day. On race morning, keep spare power strips, extension cords and a manual tally counter available in case timing or power fails.

Frequently asked questions

How far in advance should I organize a forest marathon?: Start planning at least 6 months ahead, especially if the route needs permits, traffic measures or several landowner approvals. Recruit key volunteers and reserve timing support before opening registration.
When should I mark a forest marathon route?: Mark the route once in advance and check it again on race morning. The first marking should be completed no later than 1 day before the event so missing arrows, kilometer markers or route tape can be replaced.
How many volunteers do I need for a forest marathon?: Plan at least 1 volunteer for each road crossing, aid station and start-finish function, plus route and registration teams. Add a reserve of about 10% to cover illness, late arrivals and unexpected gaps.
When should participants receive the final marathon information?: Send the final participant information 3 to 7 days before the race. Include the start time, arrival instructions, route details, bib-number process, equipment guidance and any traffic or parking restrictions.

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.