Trail run checklist: everything to organise

A trail run needs more than a marked route and a start time. You must organise registration, permits, toilets, traffic marshals, timing and safety checks before race day, then prepare the course and venue in a fixed order. This checklist covers the practical work, from measuring the route and inspecting risk points to setting up signs, tents and the finish area. Use it to keep late decisions from becoming race-day problems.

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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

Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Reserve the route
Apply for permits
Reserve toilets
Arrange traffic marshals
Measure the route definitively
3 people
Inspect risk points
3 people
Check the start and finish location
2 people
Print the route map
Prepare start numbers
3 people
Prepare time tracking
2 people
Brief volunteers
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Sort route signs
2 people
Mark off the venue
4 people
Set up tents
6 people
Set up tables and chairs
4 people
Place the start arch and finish sign
3 people
Mark route
8 people
Place kilometer markers
4 people
Set up supply stations
6 people
Set up the first aid station
2 people
Set Up Registration
4 people
Test time tracking
2 people
Give volunteer briefing
2 people

Event

Receive participants
5 people
Hand out race numbers
4 people
Collect luggage
3 people
Give the start briefing
2 people
Get participants started
6 people
Staff route checkpoints
12 people
Hand out water and sports drinks
8 people
Refill drinks
3 people
Operate timekeeping
3 people
Register finishers
4 people
Hand out finisher medals
2 people
Serve snacks
4 people
Serve coffee and tea
3 people
Publish results
2 people
Present prizes
3 people
See participants off
3 people

Aftercare

Collect route arrows
6 people
Clean up waste along the route
6 people
Take down materials
6 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
5 people
Secure time tracking
2 people
Return borrowed materials
2 people
Clear away leftover stock
2 people
Send results to participants
Handle lost and found

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 8
Folding chairsqty 30
Waste binsqty 12

Sports equipment

Bib numbersqty 150
Safety pinsqty 300
Route arrowsqty 120
Kilometer markersqty 15
Marking tapeqty 20
Traffic conesqty 30
Finisher medalsqty 150
Start arch
Finish banner
Disposable cupsqty 300
Luggage tagsqty 150
Wristbandsqty 150

Equipment

Megaphonesqty 2
Walkie-talkiesqty 12
Laptopsqty 2
Printersqty 2
Stopwatchesqty 4
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 8
Thermos flasksqty 6

Tableware

Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150

Lighting

LED lampsqty 10
Headlampsqty 12

Safety

First aid kitsqty 4
Emergency blanketsqty 20
Nitrile glovesqty 100
Safety vestsqty 20

Catering

Groceries

Tips

Measure the route again after the final course inspection. Mark the exact distance, note crossings and risk points, and print the final route map before preparing signs and kilometre markers.
Set registration deadlines early enough to check the participant list, dietary requirements and emergency contacts before race day. Keep a printed backup list in case the laptop or printer fails.
Confirm permits, traffic marshals and toilets before advertising the final start time. These arrangements often take longer than buying supplies and cannot be fixed easily on the morning itself.
Prepare the timing setup at least one day ahead. Test stopwatches, laptops, printers, extension cords, power strips and power banks together, then prepare bib numbers and safety pins in participant order.
Mark the route and venue in daylight, not just at the start of the event. Place arrows, kilometre markers and cones at every decision point, and brief volunteers on what to do if a sign is moved or missing.

Frequently asked questions

How far in advance should I organise a trail run?: Start planning at least 8 to 12 weeks before the run. Apply for permits, reserve the route and toilets, arrange traffic marshals and open registration early enough to process entries before race day.
When should I mark the trail run route?: Do the final route marking on the day before the event, after measuring and inspecting the course. Check it again on race morning, especially after strong wind, rain or work on the trail.
How many volunteers do I need for a trail run?: Plan at least one volunteer for each key junction or risk point, plus people for registration, timing, the start and finish area, and a course sweep. For a small run, confirm the exact number after the route inspection and traffic plan are complete.
What should I prepare for trail run registration?: Prepare the participant list, bib numbers, safety pins, wristbands or luggage tags, dietary information and a printed backup list at least one day before. Leave extra time on race morning for late changes and missing registrations.

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.