Mountain marathon checklist and planning guide

A mountain marathon needs more than a marked route and a start line. You must secure permits, traffic measures, medical support and timing early, then coordinate volunteers, participant information and race-day equipment. This checklist puts the work in a practical order, from recording the date and route to testing time tracking and setting up the finish area. Use it to spot details that are often left until the final week, such as route checks, charging stations, printed bib numbers and clear volunteer instructions.

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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

Record date and route
2 people
Apply for permits
2 people
Take out insurance
Reserve start and finish location
Apply for traffic measures
2 people
Reserve timekeeping
Arrange medical support
Reserve portable toilets
Recruit volunteers
2 people
Prepare safety plan
2 people
Publish the participants page
Send invitations
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Check the route with site management
3 people
Set up the starting lanes
2 people
Assign volunteers
2 people
Send the volunteer briefing
Send participant information
Print race numbers
2 people
Prepare route signs
3 people
Test time tracking
2 people
Check stock
2 people
Do the shopping
3 people
Fill coolers
3 people
Assemble starter packs
5 people
Walk the route
3 people

Event

Cordon off the area
6 people
Set up tents
6 people
Set up tables and chairs
5 people
Set up start arch
4 people
Set up finish arch
4 people
Set up route arrows
8 people
Set up traffic barriers
6 people
Set up supply stations
8 people
Set up the first aid station
3 people
Set up the registration table
3 people
Hand out race numbers
6 people
Open the clothing drop-off
3 people
Register participants
6 people
Test music and microphone
2 people
Brief volunteers
3 people
Guide Participants to Start Corrals
6 people
Give the starting signal
2 people
Staff route checkpoints
16 people
Hand out water and sports drinks
12 people
Hand out fruit and energy gels
8 people
Refill drinks
4 people
Receive finishers
8 people
Hand out the medal and finish pack
6 people
Check time tracking
2 people
Publish results
2 people
Keep the finish area clean
4 people
Dismantle route checkpoints
8 people

Aftercare

Dismantle the finish area
8 people
Collect waste
6 people
Check the route for litter
6 people
Clean materials
4 people
Wash dishes
3 people
Sort leftover food
2 people
Email the results to participants
Return borrowed materials
3 people
Leave venue clean
4 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 40
Clothes racksqty 4
Waste binsqty 12

Equipment

Start arch
Finish arch
Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 20
Charging stationsqty 4
Time registration system
Laptopqty 2
Printersqty 2

Sports equipment

Route arrowsqty 80
Kilometer markersqty 43
Bib numbersqty 1200
Race bib strapsqty 1200
Finish medalsqty 1200
Garment bagsqty 600
Conesqty 60
Traffic barriersqty 80
Barrier tapeqty 12
Handcartsqty 4
Coolersqty 12
Jerry cansqty 20
Disposable cupsqty 5000
Drink tapsqty 12
Thermal labelsqty 200
Course mapsqty 1500

Tableware

Reusable cupsqty 300
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100
Pitcherqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Cutting boardsqty 6
Kitchen knivesqty 6
Serving plattersqty 12
Storage binsqty 20

Decorations

Start flagsqty 6
Finish flagsqty 6
Route bannersqty 12

Lighting

Work lightsqty 8
LED string lightsqty 6

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
First aid kitsqty 6
Work glovesqty 20
Litter pickersqty 6

Catering

Groceries

Tips

Start permits, insurance and traffic measures as soon as the date and route are fixed. Allow at least 8–12 weeks for approvals, especially if roads or public access are affected.
Reserve timekeeping, medical support, toilets and the start and finish locations before opening registration. These services can become unavailable once your race date is close.
Send participant information at least 7 days before the marathon, including route details, start arrangements, required equipment and what to do in an emergency. Collect dietary requirements before finalising food and refreshments.
Check the full route with site management and place route arrows and kilometre markers before race day. Walk or drive the course again during setup so missing signs, damaged barriers or difficult crossings are found early.
Test the time registration system, printers, microphones, walkie-talkies and charging stations before participants arrive. Pack spare extension cords, power strips, batteries and printed lists so one technical fault does not stop registration or results.

Frequently asked questions

How far in advance should I organise a mountain marathon?: Start planning at least 4–6 months before race day. Permits, insurance, traffic measures, medical support and key venues should be confirmed 8–12 weeks ahead, while volunteer assignments and participant information can follow later.
When should mountain marathon registration open?: Open registration only after the route, date, start and finish locations, safety arrangements and participant capacity are confirmed. A practical window is 8–12 weeks before the event, leaving enough time to process entries and collect dietary requirements.
How many volunteers do I need for a mountain marathon?: The number depends on route length, crossings and aid stations, but plan one person for each staffed checkpoint or crossing, plus separate teams for registration, start, finish, medical coordination and results. Send the volunteer briefing at least 7 days before race day.
When should I set up the mountain marathon route?: Set up signs, kilometre markers, cones and barriers on the day before the race when possible, then inspect the entire route again on race morning. Finish the final route check at least 2 hours before the first start so missing or moved markers can be replaced.

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.