24-Hour Race Checklist

A 24-hour race needs more than a route and a start time. You have to lock down the competition rules, permits, insurance, registration process and volunteer cover before race week. On the course, timing, lighting, communication and bike support must keep working through the night. This checklist puts the work in a practical order, from early planning to setting up the start and finish area on 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

Draw up competition rules
2 people
Finalize the route
3 people
Apply for permits
Check insurance
Create registration form
Send invitations
2 people
Open registration
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Assign start numbers
2 people
Send participant information
Create the volunteer schedule
2 people
Arrange first aid staffing
Test timing equipment
2 people
Test communication devices
2 people
Carry out course inspection
3 people
Check traffic plan
2 people
Do the shopping
3 people
Sort bib numbers
2 people
Collect materials
3 people
Cord off the bike parking area
3 people
Set up tents
5 people
Set up tables and chairs
4 people
Set up the start and finish area
4 people
Set out the course
6 people
Set up traffic barriers
6 people
Set up traffic signs
4 people
Install lighting
4 people
Set up timing station
3 people
Set up the first aid station
3 people
Set up catering station
4 people
Chill drinks
2 people
Prepare snacks and meals
4 people
Set up the registration table
2 people

Event

Hand out race numbers
4 people
Register participants
4 people
Check bicycles and equipment
3 people
Give volunteers a briefing
2 people
Give riders briefing
3 people
Carry out the start procedure
5 people
Record round details
3 people
Staff the course checkpoints
8 people
Refill drinks
2 people
Serve food and snacks
4 people
Empty trash bins
2 people
Check the lighting
2 people
Brief the night shift
2 people
Staff night shifts
8 people
Provide nighttime catering
3 people
Check batteries and lights
2 people
Secure round data
2 people
Serve breakfast
4 people
Brief the morning shift
2 people
Staff the day shifts again
8 people
Restock drinks and food
4 people
Guide the final sprint and finish
5 people
Record end times
3 people
Check the result
2 people
Present prizes
3 people
Inform participants of the results
2 people

Aftercare

Remove course materials
6 people
Clear away traffic barriers
6 people
Take down tents
5 people
Dismantle the timing equipment
3 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
5 people
Inventory materials
2 people
Return borrowed items
2 people
Publish results online
Send participants' photos
Handle lost and found

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Registration tablesqty 3
High tablesqty 6
Storage cratesqty 20

Sports equipment

Bib numbersqty 120
Bib holdersqty 120
Traffic conesqty 80
Crowd barriersqty 40
Course tapeqty 12
Directional signsqty 25
Kilometer markersqty 10
Spare bike pumpsqty 4
Spare inner tubesqty 20
Bike tool kitsqty 3

Equipment

Timing laptopqty 2
Round countersqty 2
Stopwatchesqty 4
Walkie-talkiesqty 12
Mobile chargersqty 8
Portable sound system
Microphone
Printer
Extension cordsqty 10
Power stripsqty 8
Generator

Lighting

Work lightsqty 8
LED string lightsqty 6
Headlampsqty 16
Reflective vestsqty 20

Safety

First aid kitsqty 2
AED
Fire extinguishersqty 2
Work glovesqty 12
Safety scissorsqty 4

Tableware

Reusable cupsqty 180
Reusable platesqty 120
Cutlery setsqty 120
Coffee potsqty 6
Thermos flasksqty 8
Serving Cupsqty 12

Kitchen

Coolersqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 12
Serving spoonsqty 8
Food containersqty 20

Cleaning

Waste binsqty 10
Mop setsqty 3
Cleaning bucketsqty 4

Decorations

Bannersqty 8
Stage-free finish arch
Prize table decoration

Catering

Groceries

Tips

Set the rules and route before opening registration. Publish details such as lap or distance rules, handover procedures, cut-offs and what happens if the course changes, then use the same information in the participant briefing.
Treat volunteer cover as a 24-hour rota, not one shift. Schedule separate teams for registration, course control, first aid, timing and overnight support, with handover time built in between shifts.
Test every system before race day, including timing equipment, round counters, walkie-talkies, the sound system and the printer. Run the test on the same power setup you will use at the event, including extension cords, power strips or a generator if needed.
Inspect the course in daylight and again after dark. Check that cones, barriers, course tape, directional signs and kilometre markers are visible, and place work lights or headlamps where volunteers will need them.
Finish physical setup before participants arrive. Put up tents, tables and chairs, cord off the bike parking area, and prepare bib numbers and bib holders so registration does not become a bottleneck during the first hour.

Frequently asked questions

How far in advance should I organise a 24-hour race?: Start the main planning at least 12 to 16 weeks before race day. Use the first weeks for rules, route, permits, insurance and registration; recruit volunteers and confirm equipment no later than 4 weeks beforehand.
How many volunteers do I need for a 24-hour race?: Plan several shifts rather than asking people to cover 24 hours. As a starting point, schedule at least 2 people for registration, 2 for timing and communications, and enough course and first-aid staff for continuous cover, then add relief for every 4 to 6-hour shift.
When should registration close for a 24-hour race?: Close online registration 3 to 7 days before the race if you need time to assign start numbers, print materials and process dietary requirements. If late entries are allowed, reserve a separate registration process and a small stock of spare bib numbers.
What equipment is easy to forget for an overnight race?: Power and night-use equipment are frequent gaps: bring chargers, extension cords, power strips, a generator if required, work lights, LED string lights and headlamps. Also pack spare bike pumps, inner tubes and tool kits, and test all of them before the course inspection.

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.