Alleycat race checklist: what to arrange and when

An alleycat race needs more than a route and a group of riders. You need a workable checkpoint system, clear start and finish points, permission for the locations you use, and people who can manage each stop. This checklist takes you from route planning and registration to race-day timing, bike support, food, and drinks. Start checking the route early, because detours, hazards, volunteer gaps, and missing equipment are the problems most likely to appear too late.

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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

Determine route and checkpoints
2 people
Set start and finish locations
2 people
Apply for the required permissions
Send invitations
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Order prizes and race numbers
Check cycling route
2 people
Develop checkpoint tasks
2 people
Mark detours and hazards
2 people
Recruit volunteers for checkpoints
Send volunteer instructions
Assign checkpoint coverage
Print start numbers and route maps
2 people
Prepare checkpoint cards
2 people
Check prizes and medals
Confirm reservations and deliveries
Do the shopping
2 people
Check bicycle tools
2 people
Test timekeeping
2 people
Print participant list
Chill drinks
2 people
Set out snacks and fruit
2 people
Assemble checkpoint packs
3 people

Event

Set up the start location
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Put up route signs
4 people
Set up checkpoint locations
8 people
Connect the sound system
2 people
Set up registration desk
2 people
Set up the first aid and repair point
2 people
Instruct checkpoint volunteers
10 people
Register participants
4 people
Check bicycles and equipment
2 people
Give participant briefing
2 people
Send off the start groups
3 people
Record split times
3 people
Check checkpoint cards
8 people
Follow traffic and safety alerts
2 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Provide first aid and bike repairs
2 people
Register finishers
3 people
Calculate final standings
2 people
Handle prize ceremony
3 people
Receive the last participants
2 people

Aftercare

Collect checkpoint materials
6 people
Remove route signs and barriers
4 people
Take down tents and furniture
4 people
Collect and sort waste
3 people
Clean the venue
3 people
Clean tableware and supplies
3 people
Send results and photos
Return borrowed materials
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 16
Waste binsqty 6

Sports equipment

Bib numbersqty 80
Checkpoint cardsqty 80
Route mapsqty 80
Traffic conesqty 30
Route arrowsqty 40
Sidewalk chalkqty 10
Bike pumpsqty 3
Tire repair kitsqty 4
Bike tool kitsqty 2
Reflective vestsqty 12

Equipment

Stopwatchesqty 4
Walkie-talkiesqty 10
Power banksqty 6
Extension cordsqty 3
Speakersqty 2
Microphone
Power stripsqty 4

Lighting

LED work lightsqty 4
Battery lanternsqty 6

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving traysqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6

Decorations

Start/finish banner
Prize ribbonsqty 6

Catering

Groceries

Cleaning

Bucketsqty 3
Broom setsqty 2
Floor squeegeesqty 2
Hand brushes and dustpanqty 3
Rubber glovesqty 6

Administration

Clipboardsqty 8
Ballpoint pensqty 30
Waterproof markersqty 12
Notepadsqty 8
Cash box

Tips

Check the full route at least once before race day, including every checkpoint. Mark hazards and detours clearly, and make sure route arrows or chalk markings will still be visible when riders arrive.
Assign checkpoint volunteers in advance and send their instructions at least 3 days before the race. Each person should know the checkpoint location, task, coverage time, contact method, and what to do if a rider is late.
Test the timing setup before riders arrive. Run through the start, checkpoint timing, finish recording, stopwatches, walkie-talkies, power banks, and printed participant list as one complete process.
Pack each checkpoint separately instead of loading loose supplies. Include checkpoint cards, pens, route information, reflective vests, communication equipment, and any cones or markings needed at that specific location.
Plan food and drinks around the start and finish, not just the race itself. Chill drinks in advance, prepare snacks and fruit, and keep coffee in thermos flasks so riders can get something immediately after finishing.

Frequently asked questions

How far in advance should I plan an alleycat race?: Start route planning and permission checks at least 4 to 6 weeks before the race. Use the final 2 weeks for registrations, volunteer assignments, route checks, printing, and equipment testing.
How many volunteers do I need for an alleycat race?: Plan for at least 1 volunteer at each active checkpoint, plus 1 race coordinator who can handle questions and emergencies. Add a backup volunteer for every 3 to 4 checkpoints if the route is spread out or the event lasts several hours.
What should be checked on an alleycat route?: Check every checkpoint, turn, detour, hazard, and start or finish access point at least 7 days before the race. Repeat a shorter safety check on race day, because roadworks, blocked paths, and missing markings can change quickly.
How much food and drink should I prepare for an alleycat race?: Prepare at least 2 to 3 drinks per rider for the first hour, then adjust for the expected duration and weather. Provide snacks and fruit at the finish, with extra portions for volunteers and riders who arrive later than planned.

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.