12-hour race checklist: what to arrange and when

A 12-hour race needs more than a marked course and a start list. You need permits, insurance, a safety plan, volunteer coverage and a way to keep registration and timing running for the full event. This checklist takes you from booking the venue through course setup, rider support and the final night-time checks. It also highlights details that are easy to leave until the last day, such as chargers, spare bike parts, lighting and dietary requirements.

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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 the course and venue
Arrange permits and notifications
2 people
Check insurance
Inspect the course
3 people
Develop safety plan
2 people
Recruit volunteers
2 people
Send invitations
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Compile start list
2 people
Assign volunteers
2 people
Send route information
Check the weather forecast
Do the shopping
3 people
Check bikes and equipment
3 people
Sort bib numbers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Mark the course
5 people
Build the start and finish area
6 people
Set up the registration table
3 people
Set up tables and chairs
4 people
Set up the first aid station
4 people
Set out first aid supplies
2 people
Test sound system
2 people
Test the lighting
2 people
Install timing equipment
3 people

Event

Register participants
4 people
Hand out race numbers
3 people
Give riders briefing
2 people
Carry out the start procedure
4 people
Keep track of lap and time results
3 people
Staff the course checkpoints
8 people
Staff the care station
4 people
Refill drinks
2 people
Serve food and snacks
3 people
Empty trash bins
2 people
Turn on lighting
2 people
Carry out finish registration
3 people
Check finishers
2 people
Check the result
2 people
Present prizes
3 people
Inform participants of the results
2 people

Aftercare

Remove course markers
5 people
Take down the start and finish area
6 people
Collect materials
4 people
Wash dishes
3 people
Clean the venue
5 people
Dispose of waste
2 people
Archive timing details
Send the results and photos
2 people
Return borrowed materials
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
High tablesqty 4
Waste binsqty 8

Equipment

Time registration system
Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 10
Megaphone
Battery chargersqty 4

Sports equipment

Bib numbersqty 120
Bib holdersqty 120
Marker conesqty 40
Crowd barriersqty 20
Route arrowsqty 50
Warning signsqty 12
Repair standsqty 2
Bike pumpsqty 3
Tool setsqty 2
Spare inner tubesqty 20
Bicycle bellsqty 2

Lighting

LED lampsqty 12
Battery lanternsqty 8
Batteriesqty 32

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving boardsqty 6
Serving spoonsqty 6

Cleaning

Cleaning bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Microfiber clothsqty 12
Broom setsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Start with the course, venue and permissions before opening registration. Confirm insurance, inspect the route and document hazards early enough to change the plan if needed.
Plan volunteer cover in shifts rather than assigning one person for all 12 hours. Include separate coverage for registration, course points, first aid support and the finish area, with clear handovers.
Treat darkness as a scheduled operating condition, not an emergency. Test LED lamps and battery lanterns before race day, and check that route arrows and warning signs remain visible after sunset.
Prepare the timing and communication setup together. Test the laptop, printer, time registration system, extension cords, power strips, walkie-talkies and battery chargers before participants arrive.
Build bike support into the rider experience. Put repair stands, pumps, tool sets and spare inner tubes where riders can reach them, and check bikes and equipment before the start rather than during the first lap.

Frequently asked questions

How far in advance should I plan a 12-hour race?: Start the main planning at least 8–12 weeks before race day. Secure the course and venue, check permits and insurance, and recruit volunteers before opening registration.
How many volunteers do I need for a 12-hour race?: The number depends on the course and participant count, but plan volunteer shifts across all 12 hours instead of one continuous duty period. Add extra cover for registration, first aid, course control and handovers so no post is left unattended.
When should I mark the course for a 12-hour race?: Mark the course on race day after inspecting the route, allowing enough time to walk or ride the full loop before participants arrive. Recheck arrows, cones and warning signs after dark if the race continues into the night.
How much food and drink should I prepare for a 12-hour race?: Plan refreshments for the full event rather than only the start, and include snacks that can be eaten quickly between laps. Chill drinks before the start, prepare the food station early, and use the collected dietary requirements to avoid last-minute substitutions.

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.