BMX race checklist: what to arrange and when

A BMX race needs more than a track and riders. You have to confirm the competition format, secure the venue, check permits and insurance, organise officials and first aid, and prepare registration and timing well before race day. This checklist puts those jobs in a workable order, from opening entries to the final briefing. It also covers the equipment people often remember too late, including bib numbers, transponders, starting gates, barriers, spare tubes, and track tools.

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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

Set competition format
2 people
Check the competition schedule
Reserve venue and rink
2 people
Check permits
2 people
Check insurance
Record officials and jury
2 people
Arrange first aid staffing
2 people
Publish competition rules
Open registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Check the entry fees
2 people
Prepare start lists
2 people
Assign volunteers
2 people
Order prizes and medals
Plan track inspection
2 people
Reserve timing equipment
Reserve Sound System
Distribute traffic plan
Check the weather forecast
Send the final briefing
Do the shopping
3 people
Sort bib numbers
2 people
Assemble Race Packets
2 people
Set up track
8 people
Set up fences and ribbons
5 people
Check the starting hill
3 people
Check obstacles
4 people
Set up the runners' area
4 people
Set up registration desk
2 people
Set up judges' table
2 people
Connect the sound system
2 people
Connect timing equipment
3 people
Test power supply
2 people
Set up the first aid station
2 people
Signpost the parking route
3 people
Set up catering
3 people
Chill drinks
2 people

Event

Welcome officials
2 people
Register runners
4 people
Hand out race numbers
2 people
Register transponders
2 people
Hold rider briefing
3 people
Hold officials' briefing
4 people
Lead the test run
6 people
Give the opening signal
Guide competition rounds
12 people
Call riders up
2 people
Record times
3 people
Process round results
3 people
Check track safety
4 people
Provide first aid
2 people
Inform the audience
2 people
Refill drinks
2 people
Serve food and snacks
4 people
Empty trash bins
2 people
Announce the finals
2 people
Assist with the finals
10 people
Check final results
3 people
Present prizes
4 people
See the audience out
3 people

Aftercare

Secure timing data
2 people
Dismantle the rink
8 people
Remove barriers and ribbons
5 people
Switch off equipment
3 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
5 people
Restock first aid supplies
Return rented equipment
3 people
Publish results
Message participants
Inventory supplies
2 people
Track inspection after the event
2 people
Archive invoices and receipts
Share photos and results

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 4
Jury tablesqty 3
Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Waste binsqty 12
Clothes racksqty 4
Storage cratesqty 20
Conesqty 40

Sports equipment

Starting gates
BMX bikesqty 6
Training bibsqty 20
Bib numbersqty 150
Number plate stickersqty 150
Transpondersqty 100
Transponder holdersqty 100
Spare pedalsqty 10
Spare inner tubesqty 20
Bike pumpsqty 4
Tire leversqty 8
Bike tool kitsqty 3
Conesqty 30
Training gatesqty 6
Stopwatchesqty 6
Flagsqty 12
Whistlesqty 12
Crowd control barriersqty 40
Barrier tapeqty 12
Rake the trackqty 6
Scoopsqty 4
Wheelbarrowsqty 2

Equipment

Laptopqty 3
Tabletsqty 4
Printersqty 2
Walkie-talkiesqty 12
Mobile chargersqty 12
Sound system
Microphonesqty 3
Speakersqty 4
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Batteriesqty 40
Megaphonesqty 2
Portable lightingqty 6
Flashlightsqty 6
Rain tentsqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Bowlsqty 12
Pliersqty 8
Ice packsqty 30

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Floor squeegeesqty 3
Broom setsqty 4
Hand broomsqty 6
Litter pickersqty 4
Disposable glovesqty 6
Toilet brushesqty 3

Catering

Groceries

Safety

First aid kitsqty 3
Cold packsqty 20
Athletic tapeqty 12
Bandage rollsqty 20
Bandagesqty 200
Disposable glovesqty 100
Emergency blanketsqty 10
Safety vestsqty 20
Safety helmetsqty 6

Decorations

Competition flagsqty 20
Sponsor bannersqty 12
Stage signsqty 3
Directional signsqty 20
Information boardsqty 8
Arrow stickersqty 40

Prizes

Medalsqty 120
Cupsqty 30
Certificatesqty 120
Prize bagsqty 30

Office

Ballpoint pensqty 40
Markersqty 12
Sheets of paperqty 500
Clipboardsqty 12
Notepadsqty 12
Rolls of tapeqty 8
Staplersqty 3
Staple boxesqty 6
Envelopesqty 150
Wristbandsqty 300

Tips

Set the competition format and publish the rules before opening registration. Riders need the race categories, timetable, entry requirements, and fee information before they sign up.
Confirm the venue, permits, insurance, and track inspection early. Complete the first track check several weeks before the race, then schedule a final inspection close to race day.
Prepare registration and race control separately. Set up registration tables, bib numbers, number plate stickers, transponders, transponder holders, start lists, timing equipment, and stopwatches before riders arrive.
Book officials, jury members, first-aid staff, and volunteers before sending the final briefing. Give each person a clear post, arrival time, and contact point so the start area, track, registration desk, and crowd barriers are covered.
Check equipment and weather at least 48 hours before the race. Test the starting gate and sound system, charge or test timing equipment, count spare inner tubes and pumps, and confirm tents, chairs, bins, flags, cones, and barrier tape.

Frequently asked questions

How far in advance should I organise a BMX race?: Start the main planning at least 8 to 12 weeks before race day. Secure the venue, permits, insurance, officials, first aid, timing equipment, and sponsors first; open registration once the format and rules are confirmed.
What safety arrangements are needed for a BMX race?: Arrange first-aid staffing, inspect the track, and define crowd-control routes before the event. Put barriers or barrier tape around restricted areas, and keep spare inner tubes, pumps, tyre levers, and bike tools available for mechanical problems.
When should BMX race registration close?: Close registration early enough to process entries and publish start lists, usually 3 to 7 days before the race. Use the remaining days to sort bib numbers, check entry fees, collect dietary requirements, and send the final briefing.
How much BMX race equipment should I prepare?: Prepare one bib number and number plate sticker per registered rider, plus a small reserve for replacements. Have timing equipment, transponders and holders, a starting gate, stopwatches, flags, whistles, cones, barriers, and at least one complete set of basic bike-repair tools ready before setup.

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.