Ultramarathon organising checklist

An ultramarathon needs more than a marked route and a finish line. This checklist takes you from recording the distance and securing permits to preparing aid stations, coordinating volunteers and setting up the start and finish areas. It also covers the details that are easy to leave too late, such as insurance, traffic measures, participant information, dietary requirements and weather checks. Work through the plan in sequence so safety, logistics and runner communication are in place before race day.

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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

Record route and distance
2 people
Apply for permits
Check insurance
Reserve start and finish location
Arrange first aid and medical cover
2 people
Coordinate traffic measures
2 people
Open the registration form
Send invitations
2 people
Publish the website and route map
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Check participant list
2 people
Assign start numbers
2 people
Send participant information
Check the weather forecast
Do the shopping
3 people
Re-inspect route
3 people
Sort bib numbers
3 people
Pack supply stations
4 people
Fill coolers
3 people
Bring materials to stations
4 people
Prepare the starting location
6 people
Prepare the finish location
5 people
Set up supply stations
3 people
Place route arrows
4 people
Put up barriers
4 people
Set up tables and chairs
4 people
Test timing equipment
2 people
Hand out emergency numbers
2 people
Check first aid supplies
2 people

Event

Register participants
4 people
Hand out race numbers
3 people
Collect clothing and luggage
3 people
Give the start briefing
2 people
Provide the starting signal
2 people
Follow participants along the route
4 people
Set out supplies
8 people
Serve water and sports drinks
8 people
Restock food at the stations
6 people
Refill drinks
5 people
Check off participants at the stations
6 people
Provide first aid
3 people
Check route lighting
2 people
Hand out flashlights
2 people
Register incoming participants
3 people
Award finisher medals
3 people
Serve finish drinks
3 people
Return luggage at the finish
3 people
Register dropouts
2 people
Guide the last participants
3 people
Clear the finish area
4 people

Aftercare

Remove route arrows
4 people
Remove the barriers
4 people
Dismantle supply stations
4 people
Clear tables and chairs
4 people
Gather materials
4 people
Clean up litter along the route
6 people
Clean tableware and coolers
3 people
Clean the start and finish area
5 people
Set damaged materials aside
2 people
Return borrowed equipment
3 people
Publish results
2 people
Thank participants
2 people
Process lost property
2 people
Count inventory
2 people

What to bring

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

Furniture

Party tentsqty 4
Folding tablesqty 16
Chairsqty 24
Bar stoolsqty 6
Luggage racksqty 4
Clothes racksqty 2

Tableware

Reusable cupsqty 500
Bowlsqty 80
Serving spoonsqty 16
Pliersqty 12

Equipment

Coolersqty 12
Water jugsqty 24
Thermos flasksqty 6
Handheld scannersqty 6
Power banksqty 8
Walkie-talkiesqty 12
Megaphonesqty 3
Stopwatchesqty 6
Laptop
Printer

Sports equipment

Bib numbersqty 180
Safety pinsqty 400
Finisher medalsqty 180
Marking arrowsqty 250
Route tapeqty 12
Traffic conesqty 40
Crowd barriersqty 20
Headlampsqty 30
Reflective vestsqty 30
GPS trackersqty 20
Luggage tagsqty 200
Clipboardsqty 12
Pensqty 40
Route mapsqty 220
Distance signsqty 20
Timing matsqty 2
Ropeqty 2

First aid

First aid kitsqty 6
AEDqty 2
Stretcher
Blanketsqty 12
Ice packsqty 30

Lighting

LED work lightsqty 12
Extension cordsqty 8
Power stripsqty 6

Cleaning

Waste binsqty 20
Broom setsqty 4
Bucketsqty 6
Mopsqty 6
Cleaning glovesqty 20

Catering

Groceries

Tips

Record the route and distance before opening registration, then publish a clear route map with the registration form. Re-inspect the route close to race day because markings, access points and hazards can change.
Start permits, insurance and traffic measures early enough to allow for revisions. Do not wait until the final week to confirm road controls, barriers, cones and the people responsible for each section.
Pack every supply station as a separate load and label it with its location. Fill coolers, water jugs and thermos flasks before departure, then bring the station materials to the route in a fixed order.
Send participant information after checking the final list, start numbers and dietary requirements. Include the route, start arrangements, equipment expectations and any time-sensitive instructions rather than relying on a race-day briefing.
Prepare the start and finish locations before volunteers arrive. Set out tables, tents, bib numbers, safety pins, scanners, radios, headlamps and finisher medals so the team can begin without sorting equipment during the first wave.

Frequently asked questions

How far in advance should I organise an ultramarathon?: Begin the route, permit, insurance and location work several months before race day. Open registration only after the route, safety arrangements and start and finish locations are sufficiently confirmed.
What should an ultramarathon aid station have?: Prepare water containers, coolers, cups, bowls, serving spoons and any food required by the plan, with separate supplies for each station. Pack and label everything before race day so volunteers can set up without guessing.
When should I recruit volunteers for an ultramarathon?: Recruit volunteers before assigning stations or shifts, preferably several weeks before the event. Confirm the final allocation after registrations close and send each person their location, duties and communication method.
When should I check the weather for an ultramarathon?: Check the forecast during the final week and again on the day before the race. Use the result to review water, shelter, lighting, clothing, route conditions and any changes needed for the start, finish or aid stations.

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.