Ski Marathon Planning Checklist

A ski marathon needs more than a marked course and a start time. You must confirm the route, permissions, safety cover, registration process, timing points and snow conditions before race day. This checklist takes you from the first planning decisions through participant communication and final equipment checks. It also helps prevent late problems such as missing batteries, unclear starter groups, unsuitable clothing advice or a route that is no longer skiable.

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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

Set the date and route
3 people
Confirm the start and finish location
2 people
Arrange permits and notifications
2 people
Check insurance coverage
Set the participant limit
2 people
Publish registration form
2 people
Send invitations
2 people
Recruit volunteers
2 people
Arrange first aid staffing
2 people
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Send participant information
2 people
Check the route for snow
4 people
Determine an alternative route
3 people
Schedule timing stations
2 people
Make material reservations
2 people
Prepare clothing and safety advice
2 people
Design race numbers
Print route maps
2 people
Sort bib numbers and wristbands
3 people
Do the shopping
3 people
Collect materials
4 people
Check skis and poles
3 people
Charge batteries and battery packs
2 people
Prepare route signs
3 people
Check the weather forecast
Lay out clothing and warm layers
2 people
Mark off the start and finish area
4 people
Build party tents
6 people
Set up tables and chairs
4 people
Hang lighting
3 people
Mark route
6 people
Set up supply stations
4 people
Set up registration tables
3 people
Prepare registration materials
2 people
Prepare hot drinks
3 people
Set out snacks and fruit
3 people
Set up first aid table
2 people
Brief volunteers
3 people

Event

Receive participants
5 people
Hand out race numbers
4 people
Check ski equipment
3 people
Give the safety briefing
2 people
Position start groups
5 people
Start the ski marathon
4 people
Monitor passageways
6 people
Record timing
3 people
Distribute supplies
6 people
Serve hot drinks
3 people
Refill drinks
3 people
Refill snacks
2 people
Staff route checkpoints
8 people
Receive participants at the finish
4 people
Check off finishers
3 people
Provide first aid
2 people
Follow up on missing participants
3 people
Guide the last participants
4 people
Collect results
2 people
Close the Finish Line
3 people
Inform participants of the results
2 people

Aftercare

Collect waste
5 people
Wash dishes
3 people
Clear tables and chairs
5 people
Remove route signs
5 people
Turn off lights
2 people
Clean the grounds
5 people
Inventory materials
3 people
Return materials
4 people
Clean coolers and thermoses
2 people
Store unused groceries
2 people
Register lost property
2 people
Publish results online
2 people
Send a thank-you gift to participants
2 people
Archive photos and documents
Report damage and shortages
2 people

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Buffet tables for distributionqty 6
Folding chairsqty 40
High tablesqty 6

Sports equipment

Cross-country skisqty 12
Cross-country ski polesqty 12
Spare tiesqty 6
Ski waxingqty 8
Wax brushesqty 4
Snow shovelsqty 4
Marker conesqty 30
Route arrowsqty 40
Starting gatesqty 6
Finish arch
Stopwatchesqty 6
Hand tally countersqty 6
Reflective vestsqty 25
Thermal labelsqty 20
Hand warmersqty 100

Equipment

Megaphoneqty 2
Walkie-talkiesqty 12
Mobile phonesqty 6
Power banksqty 8
Laptop
Printer
Extension cordsqty 8
Power stripsqty 6
Batteriesqty 40
First aid kitsqty 3
Emergency blanketsqty 30
Flashlightsqty 12
Measuring tapesqty 3
Clipboardsqty 12
Ballpoint pensqty 50
Paper formsqty 300
Table lampsqty 4
Charging cablesqty 12

Lighting

LED string lightsqty 8
LED work lightsqty 6
Headlampsqty 12
Reflective route ribbonqty 500

Tableware

Reusable cupsqty 250
Soup bowlsqty 180
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8

Kitchen

Thermos flasksqty 12
Soup kettlesqty 4
Kettlesqty 4
Coolersqty 8
Cutting boardsqty 6
Kitchen knivesqty 6
Serving traysqty 8
Measuring cupsqty 4

Catering

Groceries

Decorations

Bib numbersqty 220
Wristbandsqty 250
Route mapsqty 250
Information boardsqty 12
Direction sign holdersqty 40
Barrier tapeqty 12
Cable tiesqty 300
Cable tiesqty 300
Waterproof markersqty 12
Tapeqty 8

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broomsqty 6
Floor squeegeesqty 4
Bucketsqty 6
Microfiber clothsqty 24
Disinfectantqty 4
Toilet brushesqty 4

Tips

Set the date and route before opening registration, then confirm the start and finish locations and check whether permits, notifications or insurance arrangements are needed. Changing these details after entries open creates avoidable admin.
Check the course for snow close to the event and define an alternative route in advance. Do not wait until race week to decide how you will communicate a route change to registered participants.
Give volunteers named positions and a reporting method, especially at timing stations, registration, the start and finish, and first-aid points. Walkie-talkies or charged mobile phones only help if every team knows who to contact.
Send participant information early enough for people to prepare clothing, skis and poles. Include starter-group assignments, route information, safety advice and a deadline for dietary requirements if food is provided.
Run a final equipment check at least one day before the marathon. Test stopwatches, phones, power banks, the printer and batteries, and keep spare ties, hand warmers and route-marking materials together for quick access.

Frequently asked questions

How far in advance should I plan a ski marathon?: Start planning at least 6 months before the event. Set the date, route, locations, participant limit, permits and insurance first, then open registration once those basics are confirmed.
When should ski marathon registration close?: Close registration 1 to 2 weeks before the start if you need time to process entries, assign starter groups, print race numbers and plan food or materials. Keep a firm cutoff for dietary requirements as well.
How many volunteers are needed for a ski marathon?: Plan at least 1 volunteer for registration, each timing station, the start and the finish, plus dedicated first-aid staffing and route support. Add a reserve team of about 10% so one absence does not leave a critical post uncovered.
When should I check the ski marathon route for snow?: Make an initial snow check 2 to 3 weeks before the event and a final check within 48 hours of the start. Have the alternative route ready before the final check so you can communicate changes immediately.

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.