Checkpoint Instructions

General Guidelines

These are general guidelines for the operation of checkpoints. Each checkpoint will also have specific information for that location including what to do in case someone needs to stop their race etc. Your checkpoint coordinator (for smaller CP’s that is Lizzy / Race Organisation) will always be your first point of contact. If something is unclear then please contact Race Organisation for help. 

Runners often comment that one of the highlights of their race was the support from the volunteers. So thank you, yours is an essential role in allowing the race to happen and in giving the runners a safe and happy experience!

Communication

Each checkpoint (CP) will have a dedicated WhatsApp channel and volunteers will be added to that group as is appropriate. If you don’t have WhatsApp please notify us in advance. When added to a group please share your contact card so that others can save it. This will make communication much easier instead of guessing who’s phone number belongs to who!

The CP channel should be used only for essential communications. Please use the general {HELLO} whatsapp channel for any chatter. It is really important to keep official channels clear so that nothing relevant is missed. Similarly do not use the {HELLO} channel for important information otherwise it won’t reach the relevant people.

We do rely on WhatsApp communication throughout the race events. Bring a battery pack and charging leads to keep your phone charged at all times. Make sure you will have mobile data in Switzerland (and/or Italy if required). Please let us know in case of any problems in advance. Thank you!

Arrival

Check the notes for your specific checkpoint for information about how you will reach that location. Costs of travel to checkpoint locations from Grächen are covered by UTMR.

On arrival introduce yourself to the local contacts or rifugio staff. They play an essential role in the smooth operation of the checkpoint and you will need their help! Please distribute any gifts or race posters sent from Lizzy / Race Organisation.

If you arrive at a checkpoint independently please report to your checkpoint coordinator so that they can welcome you, introduce you to the rest of the volunteers and assign your tasks. They will also have a volunteer bundle to give you including volunteer t-shirt, UTMR bandana, UTMR hat, volunteer name lanyard, orange safety vest (if appropriate).

Setup of the checkpoint

• Banners: Place in a prominent position so that they are clearly visible to approaching runners. Where possible fix with cable ties, string, cord or rope. Please do not use tape unless you have no other option. Do not write on banners. We need to look after the banners so that they remain in good condition for following years. Thank you.

• Prayer flags: Place so as to create a welcoming atmosphere for the runners and to send good wishes out to the world. Out of respect they should never placed so that they might be stepped on or walked over.

• Laminated information sheets: these will be provided in Grächen – eg CP location, distance / elevation to the next checkpoint, options for DNF, cut-off times if appropriate. Place these in a prominent position – eg. tape to CP table or the wall of a tent. In this way runners can help themselves to the information and they are easy reference for you if runners ask questions.

• Food Service: Prepare a table for serving food / drinks (see notes below). Tape a large BLACK bin bag to the end of the table, or put in another easily accessible place so that runners can deposit any rubbish they have been carrying, or any wrappers they discard at the checkpoint.

• Dropbags (ZERMATT, GRESSONEY, MACUGNAGA): Find an appropriate location within the checkpoint to lay out the dropbags. It will be easiest if they are arranged in number order (they will all be marked by bib number). When the checkpoint is quiet you will be able to check the race tracking and select a runner’s bag as they approach. If the checkpoint is busy then the bags should be easily accessible so that runners can help themselves. Make sure runners return their bags to the appropriate place so that everything is transported back to Grächen and non are left behind. In case runners ask, all dropbags will be available for collection at the finish line by 10.30am on Saturday.

CP Operation

The role of the checkpoint is to provide a safe and welcoming place for runners to rest, recuperate and replenish (food/drink). You volunteers are essential to the runner’s race experience, they will appreciate any support that you can give them and a little encouragement will give them courage for the next section!

Please see separate instructions for DNF and acquaint yourself with the specific options at your checkpoint and the route details of the following section of the race route so that you can advise runners appropriately.

Food / drink provision and serving

The notes for your checkpoint location will describe the food / drink provision specific for that location. Please prepare food only as it is required to avoid waste! Runners must carry their own bowl / spork / cup so none need to be provided at the checkpoint.

Please try to keep track of food consumption vs. number of runners still to reach the checkpoint. If you start to run out of anything either request more from the Rifugio (they will just invoice UTMR) or notify Lizzy / Race HQ so that we can work out a solution (as appropriate depending on your location). It’s important that we have sufficient for runners at the back of the field.

• Cut bananas in 1/2 or 1/3 pieces with the skin left on, and serve on a tray for runners to help themselves
• Cheese – cut into cubes and serve on a tray
• Plain bread – cut into thick slices, then half and quarters to make decent chunks, serve on a tray
• Bread with spreads – cut into thin slices, halve and spread with jam or nutella, serve on a tray
• Cake – cut into decent squares, serve on a tray
• Nuts, dried fruit, pickles, olives – serve in small trays with serving spoon
• Salt – serve from small container with a serving spoon
• Chocolate – break into squares and serve in a tray
• Crisps or crackers – empty from packet and serve loose in a tray
• Oranges – cut into quarters and serve on a tray
• Melons – cut into cubes, serve on a deep tray with a serving spoon.
• Moonvalley & Chia Charge bars – leave in their packets and serve from a tray (runners may want to take these to eat on route)
• Hot food – laddle into runners bowls
• Water cannisters – place on the table with tap accessible to runners so that they can serve themselves and cut down your work!
• Hot water – serve from flasks or hot water boiler/dispenser
• Bouillon / tea / coffee / sugar – serve in small containers (provided) for runners to make up as required, with spoon for serving (bouillon, coffee, sugar).
• Isostar – please only serve in the isostar thermos (it has a wide lid so we can clean it well before storage). Do not use the water cannisters as they are then impossible to clean. One 800g packet should be used for a full 10 litre thermos, giving 50 servings of 2dl.

We will provide you with a pad of sticky notes, please label food trays appropriately to make it easier for the runners and for yourselves!

Sleeping facilities

We provide sleeping facilities at GRESSONEY, PASTORE, MACUGNAGA, SAAS FEE for runners in the 170 km Ultra Tour. To use these facilities runners must carry and use their sheet sleeping bag. Please keep track of runners who are sleeping and check on them.

Medical support

The provision at each checkpoint will be described in the specific notes for that checkpoint location. Please notify Lizzy / Race HQ of anything beyond superficial patching up so that we can notify the next checkpoint to check on that runner if required. If the medical advice determines that a runner should be withdrawn from the race for health reasons then this must be enforced (by the checkpoint coordinator) even if the runner wishes to continue. In case of any difficult situations please contact Lizzy directly.

Closing the checkpoint

Please do not close a checkpoint until the sweeper and last runner have passed, and you have checked in with Lizzy / Race HQ. The sweepers and last runners also need some food and TLC!

Please notify Lizzy / Race HQ when the checkpoint is “closed”.

Please notify Lizzy / Race HQ when the checkpoint is clean and all volunteers / runners have departed.

• All race materials should be returned to the Sportzentrum hangar in Grächen and placed in the appropriate (marked) zone. Please make sure any materials borrowed from the checkpoint are returned and don’t find their way back to Grächen. Please check your individual checkpoint details for specific instructions including a list of material distributed from Grächen and anything that will be borrowed on site.

• Rubbish: Most villages will have a “bin” for recycling plastic bottles or glass. Bag up any other rubbish in the BLACK bin bags provided. Leave as instructed by the local contact / rifugio staff or dispose of in the waste bins provided in the village. Please note that in Switzerland general rubbish must be place inside specially purchased (expensive) orange sacks. Please don’t purchase these as we are able to dispose of rubbish at the Sportzentrum but please leave any black bags by the rubbish bins at the entrance and do not confuse with race materials (which should be placed in the BLUE bin bags provided) so that we don’t throw away anything valuable!

• Unused food / drink: Please discard or give away any partly used bottles or packets. Any unopened bottles or packets with a use by date beyond September 2025 can be stored in Grächen for distribution during the next edition of the race. Any other food items should be given away on site or returned to Grächen (Sportzentrum hangar) where they will be available for volunteers to take. Please see the notes for your checkpoint location for any specific instructions. Please list food consumption / leftovers on the form provided so that we can improve for following editions, thank you!

• Banners: Please role up for transport (printed side on the inside). Banners are all marked by type / size, please roll so that the writing is visible. Do not fold, thank you. If wet please keep separate so that they can be dried in Grächen before storage. Cut any cable ties or string and discard.

• Water cannisters: please empty and drain for transport

• Prayer flags: Please leave for the Rifugio if they request! Otherwise please fold and bag up for return to Grächen. Keep anything wet separate so they can be dried before storage.

• Markings: Please separate dry and wet markings, bag up for transport, and deposit in the appropriate zone in the Sportzentrum hangar. If you need to use bin bags to bag up markings, please use the BLUE bin bags provided, so that nothing is mistaken for rubbish. Thank you!

• UTMR trays / serving utensils: Please wash before returning. If not possible onsite then use the volunteer kitchen in the Sportzentrum before depositing in the hangar.

• Washing: please separate any washing including used UTMR blankets, orange safety vests, UTMR t-towels etc. There will be a place for deposit in the Sportzentrum hangar so that we can wash before storage. Please use BLUE colour bin bags (provided) if you need to bag up any washing or blankets for transport. This way nothing valuable will be mistaken for rubbish! Thank you.

• Cleaning: Please wash down any tables borrowed or clean kitchen facilities if used.

• Payment: checkpoints / rifugios will invoice UTMR directly for payment for food / drink / volunteer accommodation. If there is any question about this please contact Lizzy directly.

NOTE: Please place rubbish in the BLACK bin bags provided. Please place washing (blankets, duvets, orange safety vests, t-towels) or other race materials in the BLUE bin bags provided for transport or packing. This way we can make sure that only rubbish is thrown away and we don’t lose valuable race materials. Thank you!

Feedback

Please keep notes of the checkpoint operation, with photos, so that a) we can improve for following editions and b) so that we can fully brief volunteers for the following year. This would be invaluable, thank you so much!

• checkpoint setup (with photos)
• food provision
• what works / doesn’t work
• materials needed at that location
• suggestions

Photos of checkpoint setup / operation can be posted directly into the checkpoint whatsapp channel so that we can easily refer back to them.

We will provide a form (paper and online) so that you can feed back to us about the points above. Thank you so much for your help.

Thank you!

You make the race possible for our runners, thank you so much for your efforts to allow them to enjoy their experience at UTMR!