MTB marathon checklist: what to arrange and when

An MTB marathon needs more than a marked trail and a start line. You have to secure the route, permissions, insurance, medical cover and volunteers before registration opens. In the final weeks, route checks, rider information, bib numbers and equipment become the focus. This checklist gives you a practical order for handling the planning, including details that are easy to leave until the last few days.

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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
Check permits and notifications
2 people
Reserve start and finish location
Coordinate the route with landowners
2 people
Arrange insurance and liability
Prepare safety plan
2 people
Map out the route digitally
Define the target participant group
2 people
Publish registration form
Send invitations
2 people
Approach sponsors and partners
2 people
Process registrations
2 people
Update participant list
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteer posts
2 people
Assign traffic posts
2 people
Coordinate first aid staffing
Carry out a route check
3 people
Process route changes
2 people
Check the weather forecast
Send participant information
2 people
Sort bib numbers and wristbands
2 people
Print route maps
Do the shopping
3 people
Fill coolers
2 people

Event

Check participants' bicycles
4 people
Build the start and finish arch
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
3 people
Cord off the bike parking area
2 people
Place route arrows and ribbons
6 people
Instruct traffic posts
2 people
Set up supply stations
4 people
Set out first aid supplies
2 people
Test sound system
2 people
Hand out race numbers
4 people
Register participants
4 people
Check helmets and equipment
3 people
Give rider briefing
2 people
Fill the start area
4 people
Start the MTB marathon
6 people
Staff the route post
8 people
Distribute supplies
6 people
Refill drinks
3 people
Assist with mechanical breakdowns
3 people
Record split times
3 people
Check off finishers
4 people
Hand out the medal and food
5 people
Serve finish drinks
3 people
Guide the last participant
2 people
Dismiss route marshals
2 people
Check results
2 people
Present prizes
3 people

Aftercare

Remove route arrows and ribbons
6 people
Clear the grounds immediately
6 people
Collect and sort waste
4 people
Wash dishes
3 people
Fold tables and chairs
4 people
Take down party tents
4 people
Clean the venue
5 people
Inventory materials
2 people
Return borrowed materials
2 people
Check route for damage
3 people
Publish results
Send a thank-you gift to participants
2 people
Report outstanding damage

What to bring

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

Furniture

Party tentqty 4
Folding tableqty 10
Folding chairqty 24
Standing tableqty 4
Waste binqty 8

Sports equipment

Start and finish arch
Route arrowqty 80
Barrier tapeqty 12
Marker coneqty 30
Bib numberqty 130
Wristbandqty 130
Medalqty 120
Stage stand
Spare inner tubeqty 20
Bike pumpqty 6
Mini pumpqty 10
Tire leverqty 20
Multitoolqty 10
Chain oilqty 4
Bike crateqty 8
Bicycle rackqty 6

Equipment

Two-way radioqty 12
Megaphoneqty 2
Speakerqty 2
Microphoneqty 2
Extension cordqty 6
Power stripqty 6
Laptopqty 2
Printer
Power bankqty 8
Flashlightqty 12
Battery chargerqty 4

Tableware

Reusable drinking cupqty 180
Reusable plateqty 140
Reusable cutleryqty 140
Coffee cupqty 120
Thermosqty 8

Kitchen

Cool boxqty 10
Cutting boardqty 6
Chef's knifeqty 6
Serving tongsqty 8
Trayqty 12
Pitcherqty 12
Coffee makerqty 2
Kettleqty 2
Gas burnerqty 2
Gas cylinderqty 2
Cooling packqty 30
Jerrycanqty 8
Hand sanitiser pumpqty 8

Cleaning

Broomqty 4
Litter pickerqty 6
Bucketqty 6
Mopqty 6
Cleaning spongeqty 12
Dishpanqty 4

Decorations

Route signqty 18
Banner flagqty 12
Stage ribbon

Lighting

LED lampqty 12
String lightsqty 6
Reflectorqty 40

Groceries

Groceries

Tips

Fix the date and route before opening registration. Allow time to check landowner approval, permits or notifications, insurance and the availability of the start and finish location.
Carry out a full route check before the event and again after any major weather change. Confirm that arrows, barrier tape and cones are visible, and update the digital route and printed maps if the course changes.
Assign volunteers to named posts rather than recruiting a general pool. Set separate coverage for traffic points, first aid, registration, start and finish, and give each team a clear arrival time.
Send participant information several days before the marathon, including the final route, start procedure, bib or wristband instructions, food requirements and what riders should do if the weather changes.
Test the finish-area setup before race morning. Check the speaker, microphone, megaphone, radios, printer, extension cords and power banks, and keep spare tubes, pumps, tyre levers and a multitool where riders can reach them.

Frequently asked questions

How far in advance should I organise an MTB marathon?: Start planning at least 6 months ahead if the route needs landowner agreements, permits, insurance and sponsors. Open registration only after the route and key safety arrangements are sufficiently confirmed.
When should I check the MTB marathon route?: Do a first complete check after mapping the route and a final check within 7 days of the event. Repeat it after heavy rain, storms or any reported obstruction, then replace markings and reprint maps if needed.
How many volunteers do I need for an MTB marathon?: The number depends on the route and number of crossings, but assign one named person or team to every traffic post, aid station and first-aid position. Finalise the roster at least 2 weeks before the start so absences can be covered.
When should riders receive the MTB marathon information?: Send the main participant email 5 to 7 days before the event, after the route check and registration list update. Send any urgent weather or route change message separately as soon as it is confirmed.

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.