Skating Marathon Checklist

A skating marathon needs more than a booked ice rink. You will need clear race categories, reliable timing, first-aid cover, volunteers and a simple registration process that works when participants arrive. Start with the rink, rules and registration, then confirm staffing, equipment and food logistics. Use this checklist to keep deadlines visible and avoid problems such as missing bib numbers, untested time tracking or refrigerated supplies being left until the last minute.

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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

Reserve ice rink
Set the match rules
2 people
Determine race categories
2 people
Open registration form
Send invitations
2 people
Approach sponsors
2 people
Reserve timing
Reserve the public address system
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm first aid staffing
Publish the match schedule
Send participant information
Assign start numbers
2 people
Order prizes and medals
Check the shopping list
2 people
Print race numbers
2 people
Check the route and ice conditions
2 people
Test time tracking
3 people
Do the shopping
3 people
Store groceries refrigerated
2 people
Collect materials
3 people
Print participant list
Set up the registration table
2 people
Set up tables and chairs
4 people
Set up the tents
4 people
Mark the start and finish areas
3 people
Mark off audience sections
3 people
Set up the PA system
2 people
Test the lighting
2 people
Set up timing
3 people
Clear emergency exits
2 people
Set up first aid table
2 people
Set up coffee and tea station
2 people
Fill coolers
2 people
Set out snacks
3 people
Prepare starter packs
3 people
Brief volunteers
3 people

Event

Receive participants
5 people
Hand out race numbers
3 people
Issue transponders
2 people
Check the skates
2 people
Lead the warm-up
2 people
Give the opening briefing
2 people
Start the marathon
4 people
Register laps
4 people
Publish interim results
2 people
Inform participants and audience
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Keep the ice zone clear
3 people
Provide first aid
2 people
Collect transponders
2 people
Record the finish
4 people
Check the result
3 people
Present prizes
3 people
See participants off
3 people

Aftercare

Disassemble competition equipment
4 people
Clear tables and chairs
4 people
Take down tents
4 people
Switch off equipment
2 people
Store leftover food
2 people
Collect waste
3 people
Clean the venue
4 people
Wash dishes
3 people
Return borrowed items
2 people
Publish results
Thank participants
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Party tentsqty 3
Tableclothsqty 8
Clothes racksqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 100
Thermos flasksqty 8
Small bowlsqty 12

Equipment

Portable coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 6
Stopwatchesqty 6
Walkie-talkiesqty 8
Tabletsqty 4

Sports equipment

Bib numbersqty 150
Bib holdersqty 150
Time transpondersqty 150
Round countersqty 6
Round signsqty 4
Conesqty 30
Barrier tapeqty 300
Barriersqty 20
Ice skate sharpenersqty 2
Spare shoelacesqty 30
Emergency blanketsqty 20
First aid kitsqty 2
Ice picksqty 4

Decorations

Competition postersqty 12
Direction signsqty 10
Stage signsqty 3
Flagsqty 12

Lighting

LED lampsqty 8
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 12
Storage boxesqty 12
Ice packsqty 24

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 6

Catering

Groceries

Tips

Reserve the ice rink before opening registration, then define the match rules and race categories before sending invitations. Participants need to know the format before they sign up.
Book timing support and the public address system early. Test the time-tracking setup before race day, and keep stopwatches available as a backup.
Assign volunteers by role rather than simply counting people. Registration, start control, lap counting, course supervision and first aid each need clear ownership.
Send the participant information and match schedule before the event, including start numbers, arrival instructions and any dietary information you collected. Print a participant list for the registration table.
Collect equipment before setup day and check power needs for speakers, microphones, tablets, coffee machines and kettles. Store groceries refrigerated after shopping and prepare bib numbers, transponders and lap signs together.

Frequently asked questions

How far in advance should I organize a skating marathon?: Start at least 8 to 12 weeks before the event. Reserve the ice rink first, then allow time for sponsors, registration, volunteers, timing and participant communication.
When should registration open for a skating marathon?: Open registration after the race categories, rules and rink booking are confirmed, usually 6 to 8 weeks before race day. Close it early enough to process entries, assign start numbers and publish the schedule.
How many volunteers do I need for a skating marathon?: Plan at least one named volunteer for registration, timing, lap counting, rink-side supervision and participant support, plus confirmed first-aid staffing. For a larger field, add one volunteer per busy station rather than leaving roles unmanned.
What should I check on the day before a skating marathon?: Check the route and ice conditions, test time tracking, collect all materials and print the participant list and race numbers. Keep food and drinks refrigerated, and set up the registration table with bib holders and required equipment.

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.