Ultramarathon planning checklist

An ultramarathon needs more than a marked route and a finish line. You must arrange permits, insurance, medical cover, timing, aid stations and enough volunteers before entries open. This checklist puts the work in a practical order, from reserving the start location to checking bibs, signs and supplies before race day. It also highlights details that are easy to leave too late, such as station staffing, dietary requirements, route updates and the final weather check.

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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

Reserve starting location
Set out the course
3 people
Apply for permits
Arrange insurance
Arrange the first aid team
Book the timing service
Check route permit
2 people
Publish event page
Open registration
Send invitations
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Send route map
Assign volunteers
2 people
Confirm station staffing
2 people
Check participant list
2 people
Print race numbers
2 people
Prepare route signs
2 people
Plan supply stations
3 people
Create medical instructions
2 people
Check the weather forecast
Send participant letter
Buy supplies
3 people
Sort bib numbers
2 people
Distribute supplies by post
4 people
Load equipment
4 people

Event

Mark out the start area
5 people
Set up the finish area
5 people
Set up supply stations
8 people
Mark the course
6 people
Secure traffic points
6 people
Install time tracking
3 people
Set up the first aid station
3 people
Register participants
5 people
Hand out starter pack
4 people
Collect luggage
3 people
Give participant briefing
2 people
Give the signal
3 people
Guard the start area
4 people
Staff route checkpoint
2 people
Refill water
8 people
Refill Sports Drink
6 people
Distribute food
8 people
Serve coffee and tea
3 people
Collect waste
4 people
Register participants at the finish
3 people
Give finisher medals
2 people
Hand out finish drinks
3 people
Return luggage
3 people
Check intermediate times
2 people
Follow up on missing runners
2 people
Accompany the final runner
2 people

Aftercare

Dismantle finish area
5 people
Dismantle supply stations
8 people
Remove course markings
6 people
Clean up waste
6 people
Clean the venue
5 people
Inventory supplies
2 people
Read out time tracking
2 people
Publish results
Register lost and found items
Pack return materials
3 people
Return rented equipment
3 people
Send participant email
Restock medical supplies

What to bring

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

Furniture

Party tentsqty 6
Folding tablesqty 18
Chairsqty 30
Beer tablesqty 6
Luggage racksqty 4

Equipment

Coolersqty 10
Water dispensersqty 12
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 8
Power stripsqty 8
Walkie-talkiesqty 12
Megaphonesqty 2
Punch clocksqty 4
Laptopsqty 2
Printersqty 2

Sports equipment

Bib numbersqty 130
Race bib strapsqty 130
Medal ribbonsqty 130
Marker flagsqty 120
Route arrowsqty 180
Traffic conesqty 80
Crowd barriersqty 20
Rolls of barrier tapeqty 12
Disposable cupsqty 2500
Water bottle cratesqty 20
Timing matsqty 4
Luggage tagsqty 130
Finish medalsqty 130

Tableware

Reusable mugsqty 150
Reusable platesqty 150
Reusable cutleryqty 150

Kitchen

Thermos flasksqty 8
Soup potsqty 4
Serving spoonsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Ice packsqty 30

Cleaning

Waste binsqty 16
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6

Lighting

LED lampsqty 12
Battery lanternsqty 12
Spare batteriesqty 48

Safety

First aid kitsqty 4
Emergency blanketsqty 20
Fire extinguishersqty 2
Safety vestsqty 40

Catering

Groceries

Tips

Confirm the route permit and insurance before publishing the event page or opening registration. A route change after entries open affects maps, signs, volunteers and participant instructions.
Plan each aid station by location, opening time, staffing and supplies. Confirm who is working at every station at least 7 days before the race, rather than relying on last-minute volunteer availability.
Send the route map and participant letter before race week, including medical instructions, start details and what runners should expect at the stations. Allow at least 5 days for participants to read and query the information.
Prepare bib numbers, race bib straps, timing equipment and the participant list together. Print and sort the bibs before race day, then keep a final copy of the list at registration and with the timing team.
Check practical race-day logistics 24 hours before the start: weather, power for timing and water equipment, radio communication, route arrows, cones, barriers and finish supplies. Put spare signs and extension cords in the vehicle supporting the course.

Frequently asked questions

How far in advance should I plan an ultramarathon?: Start planning at least 6 months before race day, especially if the course needs permits, road management or multiple landowners. Open registration only after the route, insurance and first-aid arrangements are confirmed.
How many aid stations does an ultramarathon need?: Set aid stations according to the course, terrain and event rules rather than using one fixed number. As a practical starting point, plan a station every 10 to 15 kilometres and confirm the final locations with your medical and course teams.
When should ultramarathon volunteers be assigned?: Recruit volunteers early and confirm each station, start, finish and course role at least 7 days before the event. Send the final briefing, contact details and shift times no later than 48 hours before the start.
When should I send the ultramarathon route map to runners?: Send the route map and participant instructions at least 5 days before race day. If weather or access conditions force a change, issue an updated map immediately and brief volunteers 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.