Ultratrail checklist: organise the race from route to finish

An ultratrail needs more than a marked course and a start time. You need to secure the route, permits, insurance and backup locations before opening registration, then build a volunteer, medical and aid-station plan around the distance. In the final week, focus on participant information, race numbers, signage, supplies and transport. This checklist keeps the work in sequence, including details that are easy to leave until race morning.

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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
3 people
Reserve start and finish location
Apply for permits
Check insurance
Check the route for safety
4 people
Determine water stations
3 people
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Arrange first aid staffing
Create a communication plan
2 people
Publish route map
Check the weather forecast
Check the shopping list
2 people
Print race numbers
2 people
Print participant list
Prepare route signs
3 people
Assemble packages
4 people
Do the shopping
3 people
Fill coolers
2 people
Bring materials to the venue
4 people

Event

Block off the start area
4 people
Set up finish arch
3 people
Set up tables and chairs
4 people
Set up registration desk
3 people
Set up signage
6 people
Set up water stations
8 people
Set up the first aid station
2 people
Test audio and microphone
2 people
Lay out bib numbers
2 people
Make coffee and tea
2 people
Receive participants
4 people
Hand out race numbers
4 people
Collect luggage
3 people
Give the route briefing
2 people
Give the starting signal
2 people
Register arrivals
4 people
Staff water stations
16 people
Refill drinks
6 people
Hand out food at water stations
8 people
Check route stations
4 people
Receive finishers
4 people
Hand out the medal and finish pack
3 people
Serve the finisher meal
6 people
Hand out clothing and luggage
3 people
Inform participants about closing
2 people
Check off the last participant
2 people

Aftercare

Remove route arrows
6 people
Take down the water stations
8 people
Clear the start and finish area
6 people
Collect waste
6 people
Wash dishes
3 people
Return materials
4 people
Clean the venue
4 people
Return rental items
2 people
Store leftover food
2 people
Publish participant results
2 people
Register lost and found items
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Clothes racksqty 4
Crowd control barriersqty 30

Sports equipment

Bib numbersqty 250
Race bib strapsqty 250
Route arrowsqty 180
Barrier tapeqty 20
Kilometer markersqty 50
Conesqty 40
Volunteer vestsqty 35
Finisher medalsqty 220
Wristbandsqty 250
Time-tracking chipsqty 250
Cable tiesqty 500

Equipment

Laptopqty 2
Printerqty 2
Walkie-talkiesqty 12
Power banksqty 10
Extension cordsqty 6
Power stripsqty 8
Portable speakersqty 2
Microphoneqty 2
Flashlightsqty 12
Coolersqty 12
Water jerry cansqty 30
Jerrycan pumpsqty 12
Thermos flasksqty 8

Tableware

Reusable cupsqty 300
Reusable platesqty 250
Reusable cutleryqty 250
Soup ladlesqty 12

Kitchen

Cutting boardsqty 8
Chef's knifeqty 8
Serving plattersqty 20
Pliersqty 12
Serving spoonsqty 12
Thermos cupsqty 20

Decorations

Finish bannersqty 4
Starting bannersqty 2
Sponsor bannersqty 20

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Waste binsqty 20
Hand broomsqty 6
Litter pickersqty 6
Bucketsqty 8
Mopsqty 6
Spongesqty 12
Washing-up basinsqty 6

First aid

First aid kitsqty 4
Emergency blanketsqty 30
Cold packs setsqty 20
Athletic tapeqty 20
Bandagesqty 200
Nitrile glovesqty 100

Catering

Groceries

Tips

Set the route and start and finish locations before you publish registration. Confirm a backup start and finish site early, because a late change affects the route map, participant communication, volunteers and equipment.
Plan water stations from the course map, not from guesswork. Give each station a named team, a delivery plan for water jerry cans and coolers, and a clear time for setup and collection.
Recruit volunteers before sending final participant information. Assign separate people to aid stations, route safety, registration, the finish area and communications, then give them vests and mobile radios where needed.
Do a dedicated safety pass of the full route before race week. Check crossings, difficult sections, lighting and signage points, and prepare route arrows, kilometre markers, barrier tape and cones in labelled groups.
Treat race morning as a logistics operation. Print bibs and the participant list in advance, charge the laptop, printer, radios and power banks, fill coolers and thermos flasks, and move equipment to the location before the start area must be closed.

Frequently asked questions

How far in advance should I organise an ultratrail?: Start planning at least 6 months before the race, especially if permits, insurance and a new route are involved. Open registration only after the route, key safety arrangements and start and finish locations are confirmed.
When should I apply for an ultratrail permit?: Check the authority’s lead time first, then submit the permit application as soon as the route and date are stable. Allow at least 8 to 12 weeks for processing and possible questions about crossings, access and safety.
How many volunteers do I need for an ultratrail?: Make a station-by-station roster rather than using one overall number. As a starting point, plan at least 2 volunteers per aid station, plus separate coverage for registration, route safety, the finish and communications.
When should I mark the ultratrail course?: Prepare and group all signs before race week, then mark the course as close to race day as access and local rules allow. Walk or drive the route again on the day before the race to replace missing arrows and confirm hazardous sections.

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.