Audax ride organising checklist

An Audax ride needs more than a route and a start time. You need a tested GPX file, clear controls, staffed checkpoints, rider information and a reliable system for recording progress. This checklist takes you from fixing the date and route through registration, preparation and the final weather check. It also covers the details that are easy to leave too late, such as permits, dietary requirements, checkpoint supplies, lighting and backup power.

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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

Record date and route
2 people
Confirm the start location
Check route for traffic risks
2 people
Determine checkpoints
2 people
Prepare directions
Create GPX file
Check permits
Check insurance details
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Staff the checkpoints
2 people
Make reservations
Scout the route on site
2 people
Close the start list
Send participant information
Check the weather forecast
Update route warnings
Prepare race numbers
2 people
Prepare check cards
2 people
Prepare packages per checkpoint
2 people
Check bicycles and car
2 people
Do the shopping
2 people
Fill coolers
2 people
Prepare route files
Inspect the start area
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Place the start and finish sign
2 people
Place route arrows
4 people
Set up checkpoints
6 people
Test lighting and power
2 people
Set up registration desk
2 people
Prepare coffee and tea
2 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Carry out bicycle and safety checks
2 people
Give the route briefing
2 people
Register start
3 people
Staff the checkpoints
6 people
Stamp check cards
6 people
Hand out water and sports drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Check route arrows
2 people
Support participants by phone
2 people
Register finishers
3 people
Welcome finishers
2 people
Hand out finisher medals
2 people
Record deviations and incidents
Check in the last participants
2 people

Aftercare

Remove route arrows
4 people
Take Down Checkpoints
6 people
Dismantle the start area
4 people
Collect waste
3 people
Clean the grounds
3 people
Clean tableware and supplies
3 people
Count inventory
2 people
Store materials dry
2 people
Return borrowed materials
2 people
Archive route files
Securely dispose of participant data
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 20
Waste binsqty 6
Tableclothsqty 8

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Power banksqty 6
Mobile phonesqty 4
Extension cordsqty 4
Power stripsqty 4
Bike pumpsqty 4
Basic bike toolsqty 4

Sports equipment

Route arrowsqty 120
Conesqty 24
Reflective vestsqty 20
Bib numbersqty 180
Bib holdersqty 180
Control cardsqty 180
Stampsqty 8
Finisher medalsqty 180
Bicycle standsqty 12
Spare inner tubesqty 20
Bicycle light setsqty 10
Batteriesqty 24

Tableware

Reusable cupsqty 220
Mugsqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Pitcherqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving spoonsqty 8
Thermal food containersqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Cleaning bucketsqty 4
Spongesqty 12
Microfiber clothsqty 20
Broom setsqty 3
Dustpan and brushqty 3

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 12
Barrier tapeqty 6
Flashlightsqty 8

Paper goods

Route mapsqty 200
Pensqty 30
Markersqty 12
Tapeqty 8
Cable tiesqty 300
Clipboardsqty 12

Catering

Groceries

Tips

Fix the route and start location before opening registration. Then check the route for traffic risks, scout difficult sections in person and prepare both written directions and a GPX file.
Set checkpoints around the route rather than adding them at the last minute. Decide what each control needs, assign volunteers early and pack its cards, stamps, refreshments and equipment separately.
Close the start list before preparing race numbers and control cards. Use the final participant count to organise checkpoint packages and identify dietary requirements instead of guessing quantities.
Send participant information before the ride, including the start details, route files, checkpoint instructions and current warnings. Update the warnings again after checking the forecast close to the event.
Test the practical kit before event day: pumps, basic bike tools, spare inner tubes, lights, batteries, phones, power banks and extension leads. A checkpoint without power or a working phone is difficult to fix once riders are on the road.

Frequently asked questions

How far in advance should I organise an Audax ride?: Start planning at least 8 to 12 weeks ahead. That gives you time to confirm the route and venue, check permits and insurance, open registration, recruit checkpoint volunteers and scout the route before sending final rider information.
When should I close registration for an Audax ride?: Close the start list early enough to prepare race numbers, control cards and checkpoint packages, usually 3 to 7 days before the ride. Keep a short buffer for correcting participant details and dietary requirements.
What should each Audax checkpoint have?: Prepare one labelled package per checkpoint, including control cards, stamps, directions, refreshments and the equipment volunteers need. Add a mobile phone, power bank and lighting or batteries where the checkpoint may operate in poor light.
How many volunteers do I need for an Audax ride?: Plan at least one responsible volunteer at every staffed checkpoint, plus separate help at the start and finish. Add a reserve for a 50 to 100 rider event so sickness or travel problems do not leave a control unattended.

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.