Trail run checklist for a well-organised race

A trail run needs more than a marked route and a start time. You must secure the course, confirm permissions, prepare volunteers, plan water stations and give runners clear information before race day. This checklist takes you from choosing distances and locations to printing bibs, checking first-aid supplies and placing route arrows. It also covers the easy-to-miss details, such as charging communication devices, preparing volunteer packs and checking the forecast before the final route inspection.

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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 date and start time
2 people
Determine routes and distances
3 people
Reserve start and finish location
Arrange permits and notifications
2 people
Check insurance coverage
Coordinate the route with site management
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Send participant information
Check the weather forecast
Check the route one last time
3 people
Print race numbers and participant list
2 people
Print route maps
Check the shopping list
2 people
Do the shopping
2 people
Sort bib numbers
2 people
Assemble volunteer kits
2 people
Check first aid supplies
Charge communication devices
Prepare drink stations
3 people
Set out route arrows
2 people
Build the start arch
3 people
Build the finish arch
3 people
Set up the tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up finish-line registration
2 people
Test audio and microphone
2 people
Mark out the route
5 people
Mark hazardous spots
3 people
Restock drink stations
4 people
Set up the first aid station
2 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Answer final route questions
2 people
Give the start briefing
2 people
Give the starting signal
2 people
Guide participants along the route
6 people
Staff the drink stations
6 people
Refill drinks
3 people
Record split times
3 people
Register finishers
3 people
Distribute water and fruit
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Guide the last runners
3 people
Process results
2 people
Present prizes
3 people
Inform participants about departure

Aftercare

Remove route arrows
4 people
Remove hazard markings
3 people
Collect materials
4 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Dry and package materials
2 people
Return borrowed materials
2 people
Publish results
Send a thank-you gift to participants
Store unused groceries
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Folding chairsqty 30
Tableclothqty 10
Waste binsqty 8

Tableware

Reusable drinking cupsqty 250
Reusable coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Water jugsqty 12

Equipment

Coolersqty 8
Thermos flasksqty 8
Coffee machinesqty 3
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Stopwatchesqty 6
Power banksqty 6

Sports equipment

Bib numbersqty 180
Bib holdersqty 180
Route arrowsqty 120
Barrier tapeqty 20
Conesqty 30
Start arch
Finish arch
Prize trophiesqty 9
Medal ribbonsqty 150
Route mapsqty 220
Safety vestsqty 25
Walkie-talkiesqty 10
Headlampsqty 10
First aid kitsqty 3
Emergency blanketsqty 20
Emergency whistlesqty 10

Decorations

Buntingqty 8
Event bannersqty 4
Chalkboardsqty 6

Lighting

LED lampsqty 12
String lightsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Scissorsqty 6
Pliersqty 6
Coolers for fruitqty 4
Jerry cans for drinking waterqty 12
Handwash sinksqty 3

Cleaning

Trash bag holdersqty 8
Broom and dustpanqty 3
Mop setsqty 3
Hand soap dispensersqty 4
Toilet paper holdersqty 4

Catering

Groceries

Tips

Set the route and distances before opening registration. Confirm the start, finish and backup location, then check access, site rules and any permit or notification deadlines.
Send participant information before race day with the start time, route details, arrival instructions and practical requirements. Collect dietary needs early enough to include them in your event planning.
Assign every volunteer to a specific post, including aid stations, course crossings, start and finish. Prepare their packs with safety vests, route maps, communication devices and clear shift times.
Plan water stations around the route rather than only at the finish. Prepare reusable cups, water jugs and coolers, and check that each station has enough supplies for the expected number of runners.
Do the final course check after reviewing the weather forecast, not several days earlier. Place arrows, cones and barrier tape close to race time, and keep spare route markers available for changes or damage.

Frequently asked questions

How far in advance should I organise a trail run?: Start planning at least 8 to 12 weeks before the event. Use that time to confirm the route and locations, arrange permits and insurance checks, recruit volunteers, publish registration and order or prepare race materials.
How many volunteers do I need for a trail run?: Plan at least one volunteer for registration and the finish area, plus one at each staffed crossing or aid station. For a small run, begin with 6 to 10 volunteers and add more when the route has difficult access or several distances.
What should I prepare for a trail run aid station?: Prepare water, reusable drinking cups, water jugs and coolers for every station, with quantities based on your registration total and weather forecast. Have the stations ready before volunteers arrive and give each team a route map and communication method.
When should I mark the trail run route?: Do the final route inspection and place arrows, cones and barrier tape on race day or as close to the start as site access allows. Check the full course again after marking so missing or moved signs can be replaced before runners arrive.

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.