Drone race checklist and planning guide

A drone race needs more than a course and a group of pilots. You need a suitable venue, permission, insurance, a clear safety plan and reliable timing before anyone flies. This checklist takes you from the first venue booking through registration, equipment testing and opening the site. Use it to coordinate pilots, spectators and volunteers, and to catch the details that are often left until the last day.

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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
Check permits
Check insurance
Set competition format
2 people
Prepare safety plan
2 people
Create course design
2 people
Mark flying zones
2 people
Invite participants
2 people
Send audience invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile start list
2 people
Assign volunteers
2 people
Prepare announcement text
Print the competition rules
Send participant information
Test battery chargers
2 people
Test timing software
2 people
Test sound system
2 people
Check the weather forecast
Do the shopping
2 people
Collect materials
3 people
Charge drones and batteries
2 people
Open venue
2 people
Connect power supply
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Set out the course
4 people
Install safety nets
4 people
Set up audience barriers
3 people
Set up the start and finish line
2 people
Set up the paddock
3 people
Set up pilot registration
2 people
Install timing equipment
3 people
Check frequencies
2 people
Set up sound system
2 people
Set up catering
3 people
Put up signs and signage
2 people
Inspect drones technically
3 people
Brief the briefing team
2 people

Event

Open registration
3 people
Give the pilot briefing
2 people
Welcome the audience
3 people
Supervise the open training
4 people
Explain the competition rules
Guide qualifying rounds
6 people
Publish interim results
2 people
Refill drinks
2 people
Serve snacks
3 people
Charge batteries safely
2 people
Check the course midway
3 people
Announce finalists
Support the final rounds
6 people
Answer audience questions
2 people
Announce the finale live
Check the winners
2 people
Present prizes
2 people
See the audience out
3 people
Check the lighting
2 people
Switch off drones
3 people
Close catering
2 people

Aftercare

Dismantle the course
4 people
Remove safety nets
4 people
Switch off equipment
3 people
Collect waste
4 people
Wash dishes
3 people
Take down tents
4 people
Put furniture back
4 people
Clean the venue
4 people
Inventory materials
2 people
Dry and store equipment
2 people
Return rented materials
2 people
Publish results online
Thank participants
Share photos and videos

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 50
Bar stoolsqty 6
Paddock tablesqty 10
Waste binsqty 8

Sports equipment

Race gatesqty 12
Marker conesqty 30
Start arch
Finish arch
Safety netsqty 180
Net attachmentsqty 40
Crowd control barriersqty 30
Ribbonsqty 8
Bib numbersqty 40
Spare propellersqty 40
Spare framesqty 8
Screwdriver setsqty 6
Allen key setsqty 6
Repair matsqty 6
Safety gogglesqty 12
Work glovesqty 12
Fire extinguishersqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6

Equipment

Timing gatesqty 4
Timing computersqty 2
Laptopsqty 2
Tabletsqty 3
Wi-Fi router
Battery chargersqty 12
Charging casesqty 4
Power stripsqty 12
Extension cordsqty 10
Cable reelsqty 4
Battery packsqty 6
Walkie-talkiesqty 10
Megaphonesqty 2
Laptop speakersqty 2
Microphoneqty 2
Projection screen
Projector

Lighting

LED work lightsqty 8
String lightsqty 6
Spare batteriesqty 40

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Pitcherqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 4
Serving tongsqty 6
Serving plattersqty 10
Cutting boardsqty 3
Knivesqty 6
Kettlesqty 2

Decorations

Competition flagsqty 12
Stage signsqty 3
Information boardsqty 8
Directional signsqty 10

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 4

Catering

Groceries

Tips

Book the competition venue and check permits and insurance before inviting participants. Allow at least several weeks for approvals, especially if spectators or temporary structures are involved.
Set the race format, course design and flying zones before publishing the invitation. Mark the course with race gates, cones, ribbons and safety nets, then use barriers to keep spectators outside the flight area.
Test timing gates, timing computers, software, laptops, tablets and the Wi-Fi router together before race day. A separate full test is faster than discovering connection or scoring problems during the first heat.
Send participant information before the event with the rules, arrival time, registration deadline, equipment requirements and safety instructions. Compile the start list only after registrations and dietary requirements have been processed.
Charge drones and batteries after the final equipment check, and prepare charging cases, power strips and battery chargers at the venue. Keep spare propellers, frames, tools, repair mats, safety goggles and gloves in the repair area rather than in a general storage box.

Frequently asked questions

How early should I start organising a drone race?: Start at least 8 to 12 weeks ahead. That gives you time to reserve the venue, check permits and insurance, define the format, invite pilots and arrange volunteers before the final two-week preparation period.
What equipment do I need for a drone race?: Plan for race gates, timing gates, cones, safety nets, barriers, start and finish arches, bib numbers, chargers, charging cases and power strips. Also prepare timing computers, laptops or tablets, a Wi-Fi router, tools and spare propellers and frames.
How many volunteers are needed for a drone race?: Use at least 1 volunteer for registration, 1 for announcements and scoring support, and several course or safety marshals. Add more people when the course has multiple spectator areas or several heats running close together.
When should I check the weather forecast for an outdoor drone race?: Check it 7 days before the event for planning and again 48 and 24 hours before the first flight. Use the final checks to confirm whether tents, safety measures, power arrangements or a postponement decision are needed.

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.