Amateur race checklist: what to arrange and when

An amateur race needs more than a route and a start time. You need permits, a safe course, traffic controllers, registration, first aid and clear instructions for participants. This checklist puts the work in a practical order, from confirming the route and opening registration to setting out signs and barriers on race day. Use it to avoid late orders, missing race numbers and unclear responsibilities at the start and finish.

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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

Check permits and notifications
2 people
Finalize the route
3 people
Check route for traffic risks
3 people
Schedule traffic controllers
2 people
Confirm first aid contact
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile start lists
2 people
Send participant information
Make material reservations
Order prizes and medals
Print race numbers and forms
2 people
Prepare route signs
3 people
Print course briefing and map
Do the shopping
3 people
Fill coolers and drinks
3 people
Prepare snacks and sandwiches
4 people
Check first aid supplies
2 people
Bring materials to the venue
4 people
Receive traffic controllers
2 people
Reinspect the race route
3 people
Place route signs and arrows
6 people
Place traffic barriers
6 people
Mark off the start and finish area
4 people
Build party tents
5 people
Set up registration tables
3 people
Set up chairs and audience sections
4 people
Set up the finish arch and race clock
3 people
Test timekeeping
3 people
Test radio contact
4 people
Set up water station
3 people
Build the catering buffet
4 people
Lay out bib numbers
2 people
Brief volunteers and officials
5 people

Event

Register participants
4 people
Hand out bib numbers and transponders
3 people
Bike check for participants
2 people
Lead participants to the starting area
3 people
Explain the race rules
Start the race
3 people
Direct traffic at intersections
12 people
Record race progress
3 people
Staff the water station
3 people
Refill drinks
2 people
Serve snacks and sandwiches
4 people
Carry out finish registration
4 people
Keep the Finish Zone Safe
3 people
Keep first aid available at the finish
2 people
Check results
2 people
Handle prize ceremony
3 people
Continuing to serve catering
3 people
Collect audience waste in between
2 people
Clear the race route
4 people

Aftercare

Dismantle traffic measures
6 people
Remove Route Signs and Arrows
5 people
Clean up catering
4 people
Wash dishes
3 people
Sort and remove waste
4 people
Dismantle tables and chairs
4 people
Take down party tents
5 people
Clean the venue
5 people
Return materials
4 people
Check borrowed equipment
2 people
Return fences and tents
3 people
Register lost and found items
Publish results online

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 30
Registration tablesqty 2
Clothes racksqty 2

Sports equipment

Traffic conesqty 40
Traffic barriersqty 20
Route arrowsqty 35
Route signsqty 20
Bib numbersqty 150
Safety pinsqty 300
Course flagsqty 12
Barrier tapeqty 8
Chalk sprayqty 6
Finish ribbon

Equipment

Walkie-talkiesqty 8
Stopwatchesqty 4
Laptop
Printer
Route clock
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Megaphonesqty 2
First aid kitsqty 2
Flashlightsqty 6

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Soup ladlesqty 4
Serving plattersqty 8
Pouring jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Thermos flasksqty 6
Storage binsqty 12
Ice cube traysqty 6

Cleaning

Waste binsqty 10
Litter pickersqty 4
Cleaning bucketsqty 4
Broom setsqty 4
Mop setsqty 2

Decorations

Start-finish banner
Stage drapesqty 2

Lighting

LED lampsqty 8

Catering

Groceries

Tips

Confirm permits, notifications and traffic arrangements before publishing the registration form. Route changes made after invitations go out create extra work for start lists, maps and participant information.
Set a firm registration deadline early enough to compile start lists, collect dietary requirements and print bib numbers, forms and course briefings. Leave at least one working day for corrections before race day.
Walk or drive the full route again shortly before the race, even if it was checked earlier. Look specifically for traffic risks, missing arrows, damaged signs and places where barriers or cones are needed.
Prepare the start and finish materials in separate, labelled groups: registration tables, bib numbers and safety pins at the start; stopwatches, the finish ribbon and the route clock at the finish. This reduces unpacking and searching during setup.
Assign named people to first aid, traffic control, registration and communications, and give key staff walkie-talkies where needed. Also test the laptop, printer, extension cords and power strips before bringing everything to the venue.

Frequently asked questions

How far in advance should I plan an amateur race?: Start planning at least 8 to 12 weeks before race day. Check permits and notifications first, then finalize the route, arrange traffic controllers and open registration only when the main safety details are confirmed.
When should amateur race registration close?: Close registration at least 2 to 3 days before the race if you need printed start lists, bib numbers and participant information. Keep the final working day for checking names, categories and dietary requirements.
How many traffic controllers does an amateur race need?: There is no fixed number: assign at least one controller to every crossing or traffic-risk point identified on the route. Confirm the exact count after the route inspection and schedule enough people to cover the full race period, including setup and pack-down.
What should I prepare the day before an amateur race?: Print race numbers, forms, maps and course briefings; pack signs, arrows, cones, barriers and first aid supplies; and prepare drinks, snacks and sandwiches. Test timing equipment and charge or check walkie-talkies and flashlights before race morning.

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.