Trail run checklist: organise the race step by step

A trail run needs more than a marked route and a start time. You need permission to use the course, a checked distance, safety cover, timing, volunteers and a clear plan for registration and parking. This checklist takes you from choosing the date and route to the final weather check. It also covers details that are easy to arrange too late, such as toilets, traffic measures, race numbers, catering and reliable communication between stations.

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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
2 people
Apply for permits
Inform the site managers
2 people
Reserve starting location
Reserve the parking lot
Reserve timekeeping
Check insurance
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
Recruit volunteers
2 people
Assign volunteers
2 people
Confirm first aid staffing
Check the entire route
3 people
Measure distances again
2 people
Make route map
Mark risk points
2 people
Apply for traffic measures
Order race numbers
Order medal ribbons
Book catering
Reserve restroom facilities
Check the weather forecast
Close the participant list
2 people
Sort bib numbers
2 people
Prepare the volunteers briefing
Prepare route signs
2 people
Set up supply stations
3 people
Do the shopping
2 people
Chill drinks
2 people

Event

Set up the start area
6 people
Set up the finish area
5 people
Set up registration desk
3 people
Install time tracking
2 people
Mark out the route
6 people
Check arrows and ribbons
3 people
Set up supply stations
6 people
Set up the first aid station
2 people
Signpost the parking route
3 people
Receive participants
4 people
Hand out race numbers
4 people
Collect luggage
3 people
Give the start briefing
2 people
Guide participants to the start
3 people
Start the trail run
3 people
Staff traffic points
6 people
Staff route checkpoints
8 people
Count the participants
3 people
Refill drinks
4 people
Restock fruit and snacks
4 people
Register finishers
3 people
Present medal
3 people
Support the recovery area
3 people
Return luggage
3 people
Receive the last runners
4 people
Officially clear the route
2 people
Handle prize ceremony
4 people
Serve finish catering
4 people
Collect waste along the way
3 people

Aftercare

Dismantle the start area
5 people
Dismantle finish area
5 people
Remove route signage
6 people
Clean the grounds
5 people
Clean dishes and equipment
3 people
Dispose of waste
3 people
Gather borrowed items
3 people
Return rented materials
2 people
Check the route for items left behind
2 people
Publish results
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Registration tablesqty 3
Waste binsqty 8

Sports equipment

Bib numbersqty 250
Safety pinsqty 600
Finisher medalsqty 250
Route arrowsqty 120
Barrier tape rollsqty 12
Crowd control barriersqty 12
Traffic conesqty 30
Route signsqty 20
Measuring wheel
Compassqty 3
Backpacks for stationsqty 8
First aid kitsqty 3
Emergency blanketsqty 30
Flashlightsqty 8
Whistlesqty 12
Reflective vestsqty 20
Umbrellasqty 6

Equipment

Walkie-talkiesqty 12
Mobile phonesqty 6
Charging benchesqty 6
Time registration system
Laptopsqty 2
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Megaphoneqty 2
Speakersqty 2
Microphone

Lighting

LED lampsqty 8
Work lightsqty 4

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Serving jugsqty 12
Thermos flasksqty 6
Serving traysqty 8

Kitchen

Coolersqty 8
Drinking water jerry cansqty 12
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Pliersqty 6
Measuring cupsqty 4
Carrying cratesqty 20

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Glovesqty 20

Catering

Groceries

Tips

Check the complete route twice: once while planning it and again close to race day. Re-measure every distance, record risk points and confirm that route arrows, signs, barrier tape and cones are sufficient.
Set deadlines for permits, insurance and traffic measures before publishing registration. Approval can take several weeks, and changing the route after participants register creates avoidable confusion.
Send participant information at least 7 days before the race. Include the start location, parking instructions, route details, timing method, required arrival time and what participants should do if the weather changes.
Assign volunteers to specific stations rather than simply recruiting a total number. Give each station a backpack, phone or walkie-talkie, clear instructions and a backup contact before race morning.
Test the practical setup before the first runner arrives. Check the timing system, laptops, printers, charging benches, extension cords, power strips, microphone and lights; keep at least 30 minutes for registration problems.

Frequently asked questions

How far in advance should I organise a trail run?: Start planning at least 12 weeks before race day. Apply for permits, check insurance and contact site managers first, then reserve the start area, parking, toilets, timing and traffic measures before opening registration.
When should I send trail run participant information?: Send the main information 7 days before the event and repeat the essential arrival details 24 hours beforehand if anything has changed. Include parking, start time, route conditions, registration arrangements and weather-related instructions.
How many volunteers do I need for a trail run?: The number depends on the route and station layout, but assign one named person to every aid, crossing, registration and finish position. Finalise assignments at least 7 days before the race and confirm first-aid staffing separately.
When should I mark the trail run route?: Walk and mark the route shortly before the event, usually on the day before or race morning, so signs are less likely to disappear or be moved. Recheck every risk point and junction after marking and before participants start.

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.