Cyclocross event checklist

A cyclocross race needs more than a marked loop and a start list. Secure the venue, permits and insurance first, then build the course plan around traffic, parking, obstacles and spectator access. In the final week, confirm riders, judges and volunteers, prepare bibs and signage, and check the weather. On race day, leave enough time to inspect the grounds, mark the course, set up timing and prepare first aid before riders arrive.

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

Reserve competition venue
Apply for the course permit
Arrange competition insurance
Recruit volunteers
2 people
Invite participants
2 people
Process registrations
2 people
Collect dietary requirements
Confirm judges
Apply for traffic measures
Set the course definitively
3 people
Compile start list
2 people
Create volunteer schedule
Create route map
Send participant information
Process medical information
Order prizes and medals
Check the shopping list
2 people
Check competition materials
2 people
Check the weather forecast
Do the shopping
3 people
Setting up shelf-stable catering
2 people
Sort bib numbers
2 people
Prepare course signs
2 people
Inspect the grounds and parking lot
3 people
Mark off the course
6 people
Mark bends and obstacles
4 people
Build the start and finish area
4 people
Set up the registration desk
2 people
Build the catering point
3 people
Set up the audience area
3 people
Set up lighting
3 people
Install the competition clock
2 people
Set up judges' table
2 people
Prepare first aid supplies

Event

Hand out race numbers
3 people
Register bikes and participants
3 people
Drive the course
2 people
Guide participants to the start
2 people
Carry out the start procedure
3 people
Record round details
3 people
Staff the course checkpoints
8 people
Record the finishing order
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Serve soup and bread
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check course safety
2 people
Check the result
2 people
Prepare awards ceremony
2 people
Carry out award ceremony
3 people
Publish the results
Check out participants
2 people

Aftercare

Dismantle audience area
4 people
Dismantle catering station
3 people
Remove course markings
6 people
Clear away barriers and fences
4 people
Clean the grounds
5 people
Dispose of waste separately
2 people
Clean dishes and equipment
3 people
Safely remove lighting
2 people
Count inventory
Return borrowed items
2 people
Archive competition data
Handle lost and found
Send photos and results

What to bring

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

Sports equipment

Bib numbersqty 180
Bib holdersqty 180
Spare bib numbersqty 20
Conesqty 80
Course flagsqty 60
Marking tapeqty 12
Wooden pegsqty 150
Crowd control barriersqty 80
Crowd barriersqty 20
Obstacle Barsqty 8
Rubber matsqty 12
Course signsqty 20
Directional signsqty 12
Round board
Bell
Stopwatchesqty 6
Competition clock
Clipboardsqty 8
Spare bike pumpsqty 3
Bike tool kitsqty 2
Number signsqty 20
Medalsqty 12
Cupsqty 6
First aid kitsqty 2
Emergency blanketsqty 12
Flashlightsqty 6

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 24
High tablesqty 6
Clothes racksqty 2

Equipment

Megaphonesqty 2
Walkie-talkiesqty 10
Extension cordsqty 6
Power stripsqty 6
Mobile chargersqty 4

Lighting

Work lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 220
Coffee cupsqty 160
Soup bowlsqty 120
Platesqty 120
Cutlery setsqty 120
Thermos flasksqty 8
Serving spoonsqty 6
Scissorsqty 8
Tableclothsqty 10

Cleaning

Waste binsqty 12
Waste binsqty 4
Dustpan and brushqty 4
Bucketsqty 6
Cleaning clothsqty 24
Broom setsqty 4
Hand soap dispensersqty 4
Towel roll holdersqty 4

Catering

Coolersqty 6
Food warmersqty 4
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 8
Food tongsqty 6
Thermos cupsqty 20
Groceries

Decorations

Start/finish banner
Buntingqty 8
Information boardsqty 6

Tips

Start venue, permit and insurance arrangements several weeks before race day. Traffic measures and course approval can take longer than expected, especially when the route crosses public access areas.
Create the volunteer schedule before sending the final participant information. Assign people to registration, course posts, parking, timing, judging and first aid, and include a backup for each critical position.
Mark the course only after inspecting the grounds and parking area. Use cones, flags, tape and pegs to make the route visible, then add barriers and signs where riders, vehicles and spectators could conflict.
Prepare rider administration separately from race equipment. Sort bib numbers, keep spare numbers and holders available, and send the start list, route map and practical arrival information before the final week.
Check weather-sensitive equipment and catering the day before. Tents, rubber mats, emergency blankets, pumps, tool kits, first aid supplies and shelf-stable food are easy to overlook when the focus is on the race itself.

Frequently asked questions

How far in advance should I organise a cyclocross race?: Start planning at least 8 to 12 weeks before race day. Venue booking, permits, insurance, traffic measures and volunteer recruitment should be handled first; rider registrations and the final start list come later.
How many volunteers do I need for a cyclocross event?: Plan for at least one named volunteer at every course post, plus separate people for registration, timing, judging, parking, first aid and setup. Add 10 to 15 percent as a reserve because one absence can leave a post uncovered.
When should I mark the cyclocross course?: Do the final course marking on the day before the race if the venue allows it, then inspect it again on race morning. Allow at least 2 to 3 hours for cones, flags, tape, pegs, barriers, signs and a complete safety check.
What should I prepare for bad weather at a cyclocross race?: Check the forecast 48 hours before the event and again on race morning. Keep tents, rubber mats, flashlights, first aid kits and emergency blankets ready, and decide in advance how you will handle muddy access, poor visibility or standing water.

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.