Cycle race checklist: what to arrange and when

A cycle race needs more than a marked route and a start time. You need permission, a checked course, traffic control, first aid, registration and enough people to keep riders and spectators moving safely. Start with the competition format and venue, then work through the route, safety plan and volunteer schedule before opening registration. Use the final weeks to prepare bib numbers, signs, equipment and clear race information so nothing is decided at the start line.

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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

Define the competition concept
3 people
Reserve competition venue
Apply for a permit
Plan the course
3 people
Check the course
3 people
Draw up traffic plan
2 people
Recruit traffic controllers
2 people
Recruit volunteers
2 people
Arrange first aid contact
Reserve toilet facilities
Determine bib number range
2 people
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Post promotion online
2 people
Process registrations
2 people
Collect dietary requirements
Create the volunteer schedule
2 people
Brief traffic controllers
2 people
Send competition information
2 people
Prepare the start list
2 people
Order prizes and medals
Design route signs
2 people
Make bib numbers
3 people
Label volunteer vests
2 people
Check equipment
3 people
Do the shopping
3 people
Chill drinks
2 people
Assemble starter packs
4 people
Prepare catering
4 people
Inspect the course in advance
3 people
Bring materials to the venue
4 people
Block off start and finish area
5 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Put up route signs
6 people
Mark bends and obstacles
4 people
Position traffic controllers
8 people
Hand out communication equipment
2 people
Set up the first aid station
2 people
Check toilets
2 people
Lay out bib numbers
2 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Inspect bicycles
2 people
Guide runners to the starting area
3 people
Explain the starting procedure
2 people
Start the cycling race
4 people
Staff the course checkpoints
12 people
Recording runners and laps
3 people
Serve drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Carry out finish registration
4 people
Receive finishers
3 people
Check the result
3 people
Prepare awards ceremony
3 people
Hold the awards ceremony
3 people
Thank volunteers
2 people
Guide the audience
3 people
Clear the course
4 people
Relieve traffic controllers
4 people

Aftercare

Collect route signs
6 people
Remove barriers
5 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes and supplies
3 people
Clean up catering
3 people
Clean the venue
5 people
Dispose of waste
3 people
Return materials
4 people
Return borrowed items
2 people
Archive competition data
Send participants the results
Record damage and lost property
2 people
Archive permit documents

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 3
Buffet tablesqty 4
Chairsqty 30
High tablesqty 6

Equipment

Laptopqty 2
Tabletsqty 3
Mobile phonesqty 6
Walkie-talkiesqty 12
Power banksqty 8
Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 2
Stopwatchesqty 4
Printer

Sports equipment

Bicycle racksqty 8
Bib numbersqty 150
Bib holdersqty 150
Conesqty 40
Traffic conesqty 60
Crowd barriersqty 30
Route signsqty 35
Directional signsqty 25
Ribbonsqty 10
Bollardsqty 30
Spare bike pumpsqty 4
Bike repair kitsqty 3
Spare inner tubesqty 20
Stage blocksqty 3
Medalsqty 12
Cupsqty 6
Start and finish ribbonqty 2
Traffic marshal vestsqty 16
Work glovesqty 12
Rain umbrellasqty 10
Clipboardsqty 8
Pensqty 40
Markersqty 12
Power cable reelsqty 3
First aid kitsqty 2
Emergency blanketsqty 10
Safety glovesqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving bowlsqty 12
Serving jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 8
Ice cube traysqty 6
Cutting boardsqty 4
Knivesqty 8
Serving tongsqty 8
Ice packsqty 30

Lighting

LED lightsqty 8
Battery lanternsqty 6

Decorations

Competition flagsqty 20
Stage curtain
Tableclothsqty 8
Balloonsqty 100
Buntingqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Set the course and traffic plan before publishing registration. Check every junction in person, decide where traffic controllers are needed, and make the route signs, cones and barriers match the final version.
Apply for the permit as soon as the venue and route are known. Keep the approved traffic plan with the race-day team; last-minute route changes can affect both safety and permission.
Give volunteers a written schedule with reporting times, locations and contact details. Brief traffic controllers separately and issue labelled vests, walkie-talkies or mobile phones before riders arrive.
Close registration early enough to produce the start list, bib numbers and race information. Collect dietary requirements at the same time if food is provided, rather than trying to find them at check-in.
Test the registration and timing setup before race day. Charge tablets, phones and power banks, check the printer, and place spare pumps, repair kits and inner tubes where riders and course staff can reach them quickly.

Frequently asked questions

How far in advance should I plan a cycle race?: Start at least 12 weeks before race day, especially if the event uses public roads. Choose the venue and route first, then allow time for the permit, traffic plan, volunteers, registration and equipment.
How many volunteers do I need for a cycle race?: Plan at least one trained person for every controlled junction, plus separate people for registration, timing, first aid coordination and the finish area. Add a small reserve so one absence does not leave a post uncovered.
When should I open cycle race registration?: Open registration only after the competition format, route and key rules are fixed. Close it early enough to prepare the start list and bib numbers, normally at least 3 to 7 days before the race.
What equipment do I need on race day?: Prepare bib numbers and holders, route and directional signs, cones, barriers, radios or phones, stopwatches, registration devices and power banks. Also place spare pumps, repair kits and inner tubes where course staff can access them.

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.