Ultra Hike Checklist: What to Arrange and When

An ultra hike needs more than a marked route and a start time. You need permits, checkpoint cover, parking, emergency contacts, participant information, and a clear plan for weather or route problems. Start with the route and permissions, then open registration and build the operational plan around the number of walkers. In the final week, prepare bibs, checkpoint crates, signs, water, communications, and the start area so volunteers can work without last-minute decisions.

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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

Finalize the Route
2 people
Check the route for safety
3 people
Apply for permits
Reserve starting location
Reserve checkpoint locations
2 people
Coordinate parking spaces
Inform emergency services
Check insurance
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Create route map and GPX file
2 people
Assign checkpoint coverage
2 people
Brief volunteers
2 people
Check the weather forecast
Close the participant list
2 people
Sort bib numbers
2 people
Check route arrows
2 people
Do the shopping
3 people
Collect materials
3 people
Assemble checkpoint crates
4 people
Mark out the route
4 people
Set up the starting location
6 people
Build checkpoint stations
8 people
Mark traffic points
3 people
Chill water and food
3 people
Set up the registration table
2 people
Prepare first aid supplies
2 people
Give volunteer briefing
3 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Collect luggage
2 people
Give the signal
2 people
Keep start registration
2 people
Register checkpoint participants
8 people
Hand out water
8 people
Distribute food
8 people
Refill drinks
6 people
Provide first aid
2 people
Check the route and traffic
3 people
Identify absentees
2 people
Deploy sweep team
3 people
Register finishers
3 people
Provide finishers
4 people
Return luggage
2 people
Hand out finish medals
2 people
Serve hot drinks
3 people
Guide the last participants
3 people

Aftercare

Dismantle finish area
5 people
Take down checkpoint stations
8 people
Remove route arrows
4 people
Collect waste
6 people
Clean the venue
4 people
Clean materials
3 people
Inventory materials
2 people
Return materials
2 people
Process lost and found items
Send a thank-you gift to participants
Publish results

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 24
Dressing room tentsqty 2
Waste binsqty 12

Equipment

Coolersqty 10
Hot water dispensersqty 3
Coffee machinesqty 3
Walkie-talkiesqty 12
Mobile chargersqty 6
Extension cordsqty 6
Power stripsqty 6
Megaphonesqty 2

Lighting

LED lampsqty 12
Battery lanternsqty 12

Sports equipment

Route arrowsqty 120
Route signsqty 20
Barrier tapeqty 12
Traffic conesqty 30
Bib numbersqty 150
Safety pinsqty 300
Finish medalsqty 150
Wristbandsqty 150
Route mapsqty 180
Pensqty 30
Clipboardsqty 12
Water jerry cansqty 12
Reusable drink cupsqty 300
Thermal labelsqty 20
Luggage tagsqty 180
Luggage cratesqty 20
Flashlightsqty 12
Reflective vestsqty 20
Umbrellasqty 10

First aid

First aid kitsqty 4
Resuscitation kitsqty 2
Bandagesqty 200
Athletic tapeqty 20
Blister plastersqty 100
Nitrile glovesqty 200
Disinfectantqty 6
Cold packsqty 20
Emergency blanketsqty 20

Tableware

Thermal cupsqty 150
Coffee cupsqty 250
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Knivesqty 12
Thermos flasksqty 12
Food containersqty 24
Pouring jugsqty 12

Cleaning

Dustpan and brushqty 4
Bucketsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 8
Litter pickersqty 6

Catering

Groceries

Tips

Finalize and safety-check the route before opening registration. Allow at least 2–3 weeks for permits, checkpoint agreements, parking arrangements, insurance checks, and emergency-service notification.
Send participants one clear information pack no later than 7 days before the hike. Include the route map and GPX file, start details, checkpoint information, what to do in an emergency, and any deadline for dietary requirements.
Close the participant list before preparing bib numbers and checkpoint supplies. A practical rule is to freeze numbers 3–5 days before the event, leaving time to sort labels, wristbands, safety pins, maps, and finish medals.
Build each checkpoint crate by location rather than packing supplies centrally. Count water containers, reusable cups, route information, pens, clipboards, communication equipment, and waste capacity for the expected number of participants.
Mark the route and set up the start only after checking the latest forecast and access conditions. Place arrows, signs, barrier tape, and traffic cones early enough for a full walk-through, and keep LED lamps or battery lanterns ready for dark sections or late arrivals.

Frequently asked questions

How far in advance should I plan an ultra hike?: Start route planning and permission checks at least 6–8 weeks before the hike. This gives you time to confirm checkpoints, parking, insurance, emergency contacts, volunteers, and participant communication before registration closes.
When should I send ultra hike participant information?: Send the main information pack at least 7 days before the event, then issue a short final update 24–48 hours before the start if weather, access, or route conditions have changed. Share the route map and GPX file early so participants can prepare.
How many volunteers do I need for an ultra hike?: Assign at least one responsible volunteer to every checkpoint, plus a separate route or operations contact who can respond to problems. Add cover for busy checkpoints, long operating hours, breaks, and any location where communication or access may be difficult.
When should I mark the ultra hike route?: Mark the route on the day before the hike when possible, or early on event morning if signs could be moved or removed overnight. Complete a full route check after marking and keep spare arrows, signs, barrier tape, and traffic cones available.

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.