BMX race checklist: what to arrange and when

A BMX race needs more than a course and a starting gate. You need registration, start lists, officials, timing, safety instructions and equipment checks to line up before race day. Use this checklist to work from venue and competition details through to rider confirmation and final shopping. Leave time for testing the gate and timing system, checking the track and briefing volunteers before the first race starts.

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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

Send invitations
2 people
Publish competition information
Open registration form
Reserve competition venue
Reserve timing
Check the starting gate
2 people
Plan course inspection
2 people
Process registrations
2 people
Confirm participants
Collect dietary requirements
Organize the starting lists
2 people
Draw up the match schedule
2 people
Schedule officials
Schedule volunteers
2 people
Create safety instructions
Send directions
Publish parking layout
Order prizes and cups
Make bib numbers
2 people
Create accreditation cards
Check the shopping list
Do the shopping
3 people
Collect prizes
Test the starting gate
2 people
Test timekeeping
2 people
Fill coolers
2 people
Clear the course
4 people
Inspect the course
3 people
Remove loose obstacles
3 people
Mark turns and jumps
3 people
Set up the starting gate
4 people
Set off the finish area
3 people
Mark off audience sections
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the registration desk
2 people
Set up the officials' room
2 people
Set up timing
3 people
Connect the PA system
2 people
Set up banners and flags
3 people
Lay out bib numbers
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set out first aid supplies
2 people
Hold competition briefing
5 people

Event

Register riders
3 people
Hand out race numbers
2 people
Check bikes and helmets
3 people
Welcome the audience
4 people
Announce the opening
Lead the reconnaissance round
4 people
Guide qualifying rounds
8 people
Process results
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Manage crowd flow
3 people
Monitor the course
6 people
Incident reporting
2 people
Guide the semifinals
8 people
Announce finalists
Assist with the finals
8 people
Check stage results
3 people
Handle prize ceremony
4 people
Announce the closing
See the audience out
4 people

Aftercare

Clear tables
3 people
Clean up catering
3 people
Remove course materials
5 people
Take down barrier tape and fences
5 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the venue
5 people
Collect waste
3 people
Collect lost property
2 people
Publish results
Inform participants
Return borrowed materials
3 people
Clear away leftover groceries
2 people
Clean reusable materials
3 people
Check deposit materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
High tablesqty 6
Beer tablesqty 6
Waste binsqty 12
Clothes racksqty 2

Sports equipment

Starting gate
Start gate timer
Road bikesqty 2
Spare helmetsqty 6
Bib numbersqty 100
Bib holdersqty 100
Course conesqty 40
Marker postsqty 40
Rake the trackqty 4
Scoopsqty 3
Wheelbarrowsqty 2
Spare bike pumpsqty 3
Bike tool kitsqty 3
Tire leversqty 6
Spare inner tubesqty 20
Bicycle standsqty 20
Competition flagsqty 12
Finish mat
Measuring tapesqty 3
Stopwatchesqty 6
Walkie-talkiesqty 12
Spare batteriesqty 24
Clipboardsqty 8
Competition whistlesqty 8
Reflective vestsqty 20
Traffic barriersqty 20
Crowd barriersqty 30
Rolls of barrier tapeqty 12
Cable matsqty 10
Weighted base platesqty 20
BMX trophiesqty 12
Medal ribbonsqty 30
Medal holdersqty 30
Bib numbersqty 100
First aid kitsqty 2
Cooling packsqty 20
Emergency blanketsqty 10
Wheelchairs
Neck bracesqty 2

Equipment

Laptopqty 2
Tabletsqty 4
Printersqty 2
Reams of printer paperqty 3
Public address microphonesqty 2
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Power banksqty 6
Portable LED lampsqty 8
Megaphone
Cameraqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving jugsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 8
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Ice packsqty 30
Food containersqty 20
Thermos bottlesqty 6

Decorations

Competition bannersqty 8
Buntingqty 12
Balloon archesqty 2
Stage backdrop
Stage carpet

Cleaning

Broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Spongesqty 12
Rubber glovesqty 12
Hand broomsqty 4
Dustpansqty 4

Catering

Groceries

Tips

Open registration before publishing the final competition information, so riders can sign up as soon as the event details are available. Close or review registrations early enough to confirm participants and prepare accurate start lists.
Book the venue and timing support before building the race schedule. Then allow a separate test session for the starting gate and timekeeping; finding a fault on race morning leaves little room to fix it.
Plan the course inspection before riders arrive, including a check of cones, marker posts, the finish mat and track condition. Keep rakes, scoops and wheelbarrows available for last-minute surface work.
Give officials and volunteers named shifts rather than a general call for help. Send safety instructions and directions in advance, and provide walkie-talkies, clipboards and spare batteries for race-day coordination.
Prepare the items people tend to leave until the end: bib numbers, bib holders, accreditation cards, prizes and cups. Check the shopping list several days before the event, then collect prizes and complete the final equipment check.

Frequently asked questions

How far in advance should I open BMX race registration?: Open registration as soon as the competition information and venue details are confirmed, preferably at least 4–6 weeks before race day. Review registrations weekly and set a clear closing deadline so start lists can be prepared.
When should BMX start lists and the race schedule be made?: Create the first start lists after registration closes and participant details are confirmed, usually 3–7 days before the race. Finalise the match schedule after checking late changes, withdrawals and the availability of officials.
What should I test before a BMX race?: Test the starting gate and timing system during a dedicated setup or inspection session, not only when riders arrive. Check spare batteries, stopwatches, the finish mat and communication equipment at least one day before the event.
How many volunteers and officials do I need for a BMX race?: The number depends on the course and number of heats, but schedule every required role with a named person and shift at least 1 week in advance. Keep a small reserve for registration, course work and breaks rather than relying on last-minute helpers.

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.