BMX race checklist: what to arrange and when

A BMX race needs more than a track and riders. You have to set the date, secure the venue, define the competition format and keep registrations, officials and volunteers aligned. Safety checks, permits and insurance should be confirmed before race day, while numbers, starting lists, prizes and signs need preparing close to the event. Use this checklist to work through the planning in order and avoid the details that are often left until the last minute.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the match date
2 people
Reserve BMX track
Draw up competition rules
2 people
Assign starter groups
2 people
Send invitations
2 people
Publish registration form
Approach sponsors
2 people
Order prizes
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm officials
Check insurance
Check permits
Plan track inspection
2 people
Print participant list
Print the starting lists
Make route signs
2 people
Sort wristbands
2 people
Pack prizes
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare materials
3 people
Inspect course and grounds
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Put up barriers
4 people
Check the starting gate
2 people
Set up judges' table
2 people
Set up the registration table
2 people
Prepare first aid supplies
2 people
Test audio and microphone
2 people
Display prizes
Brief volunteers
2 people

Event

Open registration
3 people
Check participants
2 people
Hand out race numbers
2 people
Carry out helmet check
2 people
Give riders briefing
2 people
Welcome the audience
2 people
Lead the training
4 people
Guide first heats
5 people
Record intermediate results
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Guide the quarterfinals
5 people
Guide the semifinals
5 people
Call the finalists
2 people
Assist with the finals
5 people
Check results
2 people
Handle prize ceremony
3 people
Thank participants
See the audience out
3 people
Finalize competition administration
2 people

Aftercare

Gather competition materials
4 people
Take down tents and barriers
4 people
Clear tables and chairs
3 people
Wash tableware and equipment
3 people
Clean the grounds
4 people
Dispose of waste
2 people
Return rented items
2 people
Publish results
Return lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Registration desk
Judges' table

Sports equipment

Bib numbersqty 100
Race numbersqty 100
BMX bikesqty 10
Spare helmetsqty 10
Spare glovesqty 10
Starting gate
Conesqty 30
Crowd control barriersqty 40
Ribbonsqty 8
Stopwatchesqty 4
Round signsqty 2
Bike pumpsqty 4
Tool setsqty 3
Spare inner tubesqty 12
Tire leversqty 6
Cable tiesqty 200
Cups and medalsqty 30
Vouchersqty 10
Start flagsqty 3
Competition bibsqty 20
Spare bike locksqty 10

Equipment

Laptopsqty 2
Tabletsqty 2
Printers
Mobile phonesqty 4
Megaphone
Sound speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Small bowlsqty 20

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Serving tongsqty 6

Lighting

LED lampsqty 8
Cable reelsqty 3

Decorations

Competition banner
Directional signsqty 12
Prize tablecloth

Cleaning

Waste binsqty 12
Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Set the date and reserve the BMX track before opening registration. Allow at least several weeks for permits, insurance checks, sponsor contact and rider sign-ups.
Publish the registration form only after you know the competition rules and starting groups. Close registrations early enough to print the participant list, race numbers and starting lists before race day.
Confirm officials and volunteers at least one week ahead, then give each person a clear role. Registration, the starting gate, course control, judging and first-line communication should not depend on one person.
Inspect the course and grounds before the event, not only when riders arrive. Check the starting gate, barriers, cones, signs and power connections, and keep pumps, tools, inner tubes and tire levers accessible for repairs.
Prepare race-day supplies in separate labelled boxes: registration materials, wristbands, prizes, timing equipment and food or drinks. Chill drinks and prepare snacks close to the event so they are ready without distracting the organising team.

Frequently asked questions

How far in advance should I organise a BMX race?: Start planning at least 6 to 8 weeks before race day. That gives you time to reserve the track, check permits and insurance, publish registration, recruit volunteers and order prizes.
When should BMX race registration close?: Close registration at least 3 to 5 days before the race. You then have time to process entries, assign starting groups and print participant and starting lists.
How many volunteers do I need for a BMX race?: Plan for at least 1 volunteer for registration, 1 starter, 2 course or crowd-control volunteers and the confirmed officials. Add more people if several starting groups run at the same time or the grounds are spread out.
What should I check on the BMX track before race day?: Inspect the track and grounds within 24 hours of the event and again before the first riders start. Check the starting gate, riding surface, barriers, cones, route signs, spectator areas and access to repair equipment.

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.