Downhill competition checklist

A downhill competition needs more than a marked course and a start list. You have to secure the venue, permits and insurance early, then build a safe race route, define categories and assign responsibilities. Registration, medical information, timing and volunteer briefings must be ready before race day. Use this checklist to keep the practical work in order, including the equipment and last-minute checks that are easy to overlook.

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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

Reserve competition venue
Apply for permits
2 people
Check insurance
Inspect the course
3 people
Draw up competition rules
2 people
Define Categories
2 people
Assign starter groups
2 people
Reserve timekeeping
Assign judges
2 people
Reserve first aid
Arrange security
Recruit volunteers
2 people
Send invitations
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Order race numbers
Process medical information
2 people
Print the route map
2 people
Check the weather forecast
Check the course again
3 people
Finalize the participant list
2 people
Print briefing document
Do the shopping
3 people
Collect materials
4 people
Sort bib numbers
2 people
Chill drinks
2 people
Mark off the course
8 people
Place obstacles and markings
6 people
Build the start and finish area
6 people
Set up the registration desk
2 people
Set up jury table
2 people
Set up catering point
3 people
Test sound system
2 people
Test time tracking
3 people
Set out first aid supplies
2 people
Brief volunteers
3 people
Hold the jury briefing
4 people

Event

Hold a riders' briefing
4 people
Register participants
4 people
Hand out race numbers
3 people
Check Bicycles and Protective Gear
3 people
Clear the course
2 people
Announce starting order
2 people
Guide the race start
3 people
Staff the course checkpoints
12 people
Record times
3 people
Process safety reports
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Inform the audience
2 people
Publish interim results
2 people
Complete finish registration
3 people
Check the result
3 people
Handle prize ceremony
4 people
Guide the last participants
3 people
Close the course
4 people

Aftercare

Dismantle materials
6 people
Remove the barriers
8 people
Collect waste
4 people
Clean up catering
3 people
Wash dishes
2 people
Clean the venue
5 people
Sort borrowed items
2 people
Return materials
2 people
Publish the results
Inform participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Beer tablesqty 6
Waste binsqty 8

Sports equipment

Starting gatesqty 2
Finish arch
Course tapeqty 12
Crowd control barriersqty 40
Conesqty 50
Marker flagsqty 30
Directional arrowsqty 25
Track matsqty 12
Bib numbersqty 150
Number bandsqty 150
Stage blocksqty 3
Race ribbonsqty 12
Spare bicyclesqty 2
Bike pumpsqty 4
Tool casesqty 3
Bicycle standsqty 6
Spare inner tubesqty 20
Cable tiesqty 300
Work glovesqty 20

Equipment

Time registration system
Laptopqty 2
Tabletsqty 4
Walkie-talkiesqty 16
Megaphonesqty 3
Speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 10
Batteriesqty 40

Lighting

Work lightsqty 6
String lightsqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 25
Safety helmetsqty 8
Fire extinguishersqty 3

Tableware

Reusable cupsqty 250
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 3
Pitchersqty 6
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Food warmersqty 4

Decorations

Stage drapesqty 3
Buntingqty 10
Sponsor bannersqty 12
Information boardsqty 8

Catering

Groceries

Tips

Start with the venue, permits and insurance before opening registration. Confirm that the course can be inspected, secured and accessed by first-aid staff before you publish the event details.
Set categories and starter groups before processing the final entries. Leave time to handle medical information, dietary requirements and any changes to the participant list.
Inspect the course twice: once during planning and again after checking the weather forecast. Recheck tape, barriers, cones, arrows, marker flags, track mats and other safety points on the final day.
Prepare a race-day communication plan with walkie-talkies, a megaphone and speakers. Give judges, timing staff, security, first aid and volunteers clear contact roles before riders arrive.
Keep a repair point near the course with pumps, tool cases, spare inner tubes, work gloves and spare bicycles. Add time for setting up the start and finish areas, number collection, the briefing and final equipment checks.

Frequently asked questions

How far in advance should I organise a downhill competition?: Start venue, permit and insurance arrangements several months before race day, because approval and safety requirements can take time. Open registration only after the course, categories and key services are confirmed.
What should I check on the downhill course before the race?: Inspect the route at least twice: once during planning and once after the final weather forecast. Check the start and finish, tape, barriers, cones, arrows, marker flags, track mats and access for first aid.
How many volunteers do I need for a downhill competition?: The number depends on the course length and number of control points, but assign one named person to every judging, timing, registration, security and safety position. Finalise the volunteer list and briefing before the participant list is closed.
When should I finalise the downhill competition participant list?: Finalise it after registration closes and medical information has been processed, leaving enough time to print bib numbers, number bands, route maps and briefing documents. Complete these materials before race-day setup begins.

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.