Criterion event checklist: what to arrange and when

A Criterion event needs more than a marked course and a start line. You must secure permission, record and check the route, arrange medical support, and coordinate traffic before registration opens. In the final week, participant data, bib numbers, drinks, barriers, signs, and volunteer duties need to come together. This checklist follows the practical order from planning to event-day setup, including the details that are easy to leave too late.

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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

Apply for a permit
Record the course
2 people
Develop the traffic plan
2 people
Arrange medical support
Reserve start and finish location
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Confirm participants
Print the starting lists
Sort bib numbers
2 people
Check the course
3 people
Do the shopping
2 people
Chill drinks
2 people
Load route barriers
3 people
Build the start and finish arch
4 people
Set up crowd-control barriers
6 people
Set up traffic signs
4 people
Set up the registration desk
2 people
Set up catering point
3 people
Connect the sound system
2 people
Test the lighting
2 people
Brief volunteers
2 people

Event

Register participants
3 people
Hand out race numbers
2 people
Guide runners to the start
2 people
Host the opening round
8 people
Supervise the competition
10 people
Refill drinks
2 people
Serve snacks
2 people
Inform the audience
2 people
Record interim results
2 people
Record the finish
3 people
Carry out award ceremony
3 people
Ensure the audience leaves safely
4 people

Aftercare

Remove the course barriers
6 people
Dismantle the sound system
2 people
Clear the catering area
3 people
Collect waste
4 people
Wash dishes
2 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Registration desk
Waste binsqty 6

Sports equipment

Crowd barriersqty 80
Traffic conesqty 40
Bib numbersqty 120
Bib holdersqty 120
Round signsqty 3
Finish ribbon
Bike pumpsqty 2
Spare inner tubesqty 12

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 12
Stopwatchesqty 4
Clipboardsqty 8

Lighting

LED work lightsqty 6
String lightsqty 4

Decorations

Banner flagsqty 12
Sponsor bannersqty 8
Directional signsqty 12

Tableware

Reusable cupsqty 250
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Serving plattersqty 12
Thermos flasksqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Glovesqty 12

Catering

Groceries

Tips

Apply for the permit and complete the traffic plan before announcing the event. Allow several weeks for approval, and do not assume that reserving the start and finish location also covers road use.
Record the course while it is still being planned, then check it again shortly before the event. Confirm that directional signs, traffic cones, barriers, and any round signs match the recorded route.
Close registration early enough to process entries, collect dietary requirements, confirm participants, and print starting lists. Sorting bib numbers and preparing bib holders on the final evening leaves little room for corrections.
Keep drinks, catering supplies, reusable cups, plates, and cutlery together in one loading plan. Chill drinks before departure, and load coolers, coffee pots, waste bins, and catering equipment so they arrive before volunteers begin setup.
Brief volunteers with fixed positions and communication channels before the first participant arrives. Test portable speakers, wireless microphones, extension cords, power strips, lighting, walkie-talkies, and stopwatches before the course opens.

Frequently asked questions

How far in advance should I apply for a Criterion event permit?: Apply as soon as the route and traffic plan are stable, preferably at least 6 to 8 weeks before the event. The exact approval time depends on the authority, so wait for written confirmation before finalising road arrangements.
When should registration close for a Criterion event?: Close registration at least 3 to 5 days before the event if you need to process entries, confirm participants, sort bib numbers, and print starting lists. Close earlier if dietary requirements affect catering quantities.
When should the Criterion course be checked?: Check the course once during planning and again 1 to 2 days before the event. The second check should confirm route signs, barriers, traffic cones, surface conditions, and access for medical support.
How early should volunteers arrive for a Criterion event?: Have volunteers arrive 2 to 3 hours before the first start, depending on the size of the course. This gives you time to brief them, build the start and finish area, set up registration, place barriers and signs, and test sound and lighting.

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.