BMX race checklist: what to arrange and when

A BMX race needs more than a course and a starting gate. You must settle the race format, categories and rules before registration opens, then line up officials, first aid cover and volunteers. Course inspection, permits, insurance and neighbour communication are easy to leave too late. This checklist keeps the practical work in order, from early planning through race-day setup, start lists, timing and prize presentation.

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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
Determine race categories
2 people
Draw up competition rules
2 people
Check permits
Check insurance
Inspect the course
3 people
Determine the start and finish area
3 people
Make reservations
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Confirm judges
Confirm first aid staffing
Inform nearby residents
2 people
Prepare start lists
2 people
Assign bib numbers
2 people
Order prizes
Check medal engravings
Send the communication plan
Order course marking
Check material stock
2 people
Make a shopping list
2 people
Print race numbers
2 people
Create the volunteer schedule
2 people
Create briefing document
2 people
Check the weather forecast
Do the shopping
3 people
Set up match equipment
3 people
Fill coolers
2 people
Clear the course
4 people
Mark off the course
6 people
Assemble the starting gate
3 people
Set up the finish line
2 people
Set up jury table
2 people
Set up tables
4 people
Build party tents
6 people
Set up registration desk
2 people
Set up catering point
3 people
Test sound system
2 people
Check power supply
2 people
Conduct a safety check
4 people
Give volunteer briefing
3 people

Event

Register sign-ups
3 people
Hand out bib numbers
2 people
Guide riders to the start pen
2 people
Give the opening briefing
2 people
Operate the starting gates
2 people
Announce the heats
Record lap times
3 people
Process finish results
2 people
Monitor the course
6 people
Provide first aid
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Announce the final round
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Guide visitors to the exit
3 people

Aftercare

Gather competition materials
5 people
Remove the course barriers
5 people
Dismantle the sound system
2 people
Take down tents and tables
6 people
Collect waste
4 people
Wash dishes
3 people
Clean the catering area
3 people
Clean the grounds
5 people
Inventory supplies
2 people
Return borrowed equipment
2 people
Publish results
Thank participants
Process lost property
Check invoices

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 6
Bar stoolsqty 12
Stage sectionsqty 4

Sports equipment

Starting gate
Starting blocksqty 8
Bib numbersqty 120
Number signsqty 120
Starting ribbonsqty 10
Finish ribbon
Crowd control barriersqty 40
Crowd barriersqty 30
Conesqty 60
Marking tapeqty 12
Course signsqty 12
Directional signsqty 10
Chalk sprayqty 8
Spare bicyclesqty 2
Bike pumpsqty 4
Tool setsqty 3
Bicycle racksqty 12

Equipment

Laptopqty 2
Tabletsqty 3
Printer
Timing set
Megaphoneqty 2
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4

Safety

First aid kitsqty 2
Cool bagsqty 4
Nitrile glovesqty 4
Safety vestsqty 20
Flashlightsqty 8
Fire extinguishersqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Soup ladlesqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef’s knivesqty 4
Pliersqty 6
Measuring cupsqty 3
Pitchersqty 8

Decorations

BMX flagsqty 12
Starting bannersqty 2
Stage backdrop
Competition postersqty 20

Lighting

LED lampsqty 10
String lightsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 3
Bucketsqty 6
Mopsqty 6

Catering

Groceries

Tips

Set the competition format, race categories and rules before publishing registration. Riders need to know the age groups, heats, progression and entry requirements before they sign up.
Check permits, insurance and the course at least 6–8 weeks before race day. Confirm the start and finish areas during the inspection, including space for barriers, spectators and timing equipment.
Close registration early enough to prepare start lists, bib numbers and race numbers. A 3–5 day gap before the event gives you time to resolve missing details and print the final paperwork.
Confirm judges, first-aid staffing and volunteers at least 2 weeks in advance. Assign specific people to the starting gate, finish area, course control, registration desk and rider communication.
Do a full equipment check 2–3 days before the race. Test the timing set, printer, laptop, tablets, microphone and speakers, and count items such as cones, marking tape, barriers, pumps and tool sets.

Frequently asked questions

How far in advance should I organise a BMX race?: Start the main planning at least 8–12 weeks before race day. Use the first weeks for the format, categories, rules, permits, insurance and course inspection, then open registration once those details are settled.
When should BMX race registration close?: Close registration 3–5 days before the race if possible. That leaves time to process entries, assign bib numbers, prepare start lists and print race numbers without changing the schedule at the last minute.
How many volunteers are needed for a BMX race?: Plan separate coverage for registration, the starting gate, the finish area, course control, rider communication and general setup. Confirm the final number after the course inspection, and have every role assigned at least 2 weeks before race day.
When should I check BMX race equipment?: Check stock 1 week before the event and perform a complete test 2–3 days beforehand. Pay particular attention to the timing set, starting gate, printer, communications equipment, barriers, cones, pumps and tool sets.

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.