Duathlon organisation checklist

A duathlon needs more than a start line and a marked course. You must coordinate permits, road safety, two race disciplines, timing, volunteers, participant information, and transition areas before race day. Start with the route, traffic and safety plans, then lock in suppliers and staffing. In the final week, confirm the participant list, start groups, weather, signs, radios, numbers and chips so small omissions do not delay the first start.

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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
Set out the course temporarily
3 people
Draw up traffic plan
2 people
Prepare safety plan
2 people
Check insurance
Reserve start and finish location
Reserve timekeeping
Arrange traffic marshals
Arrange first aid staffing
Recruit volunteers
2 people
Publish registration form
Send invitations
2 people
Publish competition information
Process registrations
2 people
Collect dietary requirements
Order race numbers and chips
Order medals
Book catering
Carry out course inspection
3 people
Create volunteer schedule
2 people
Create briefing document
Check the weather forecast
Finalize participant list
2 people
Assign starter groups
2 people
Prepare route signs
2 people
Assemble starter packs
4 people
Do the shopping
2 people
Collect materials
3 people
Chill drinks
2 people
Set up bike racks
3 people
Build the start and finish arch
4 people
Set up competition tent
4 people
Set up registration tables
3 people
Set up care tables
3 people
Place course signs
6 people
Set up traffic barriers
6 people
Brief traffic controllers
2 people
Set up the first aid station
2 people
Test time tracking
2 people
Test the PA system
2 people
Prepare starter packs
3 people
Mark changing rooms
2 people
Restock the first aid station
3 people
Give volunteer briefing
2 people

Event

Open registration
4 people
Hand out race numbers
3 people
Guide participants to the transition zone
2 people
Give opening briefing
2 people
Guide the first race start
4 people
Supervise the bike course
10 people
Monitor the running course
8 people
Guard the transition area
4 people
Staff the care station
4 people
Refill drinks
3 people
Record split times
3 people
Receive participants at the finish
4 people
Present medals
3 people
Take finish photos
2 people
Check results
2 people
Handle prize ceremony
3 people
Make final announcements
Guide the last participants
4 people
Close finish registration
2 people

Aftercare

Remove course signs
6 people
Remove traffic barriers
6 people
Take down the transition area
4 people
Take down bike racks
3 people
Take down tents and arches
5 people
Wash dishes
3 people
Collect waste
4 people
Clean the venue
4 people
Sort materials
3 people
Secure timing equipment
2 people
Return materials
3 people
Clean up leftovers
2 people
Publish results
Inform participants
Process lost and found items
Record damage and incidents
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 12
Chairsqty 30
Bicycle racksqty 120
Crowd control barriersqty 40
Traffic conesqty 80
High tablesqty 4

Equipment

Start and finish arch
PA system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
Rechargeable work lightsqty 6
Stopwatchesqty 6
Walkie-talkiesqty 12
Megaphonesqty 4

Sports equipment

Bib numbersqty 120
Race bib strapsqty 120
Time-tracking chipsqty 120
Chip wristbandsqty 120
Directional signsqty 60
Directional signsqty 30
Floor matsqty 20
Spare bike pumpsqty 4
Bike tool kitsqty 3
Prize cupsqty 12
Medalsqty 120
Winner ribbonsqty 12
Finish ribbon
Markersqty 20
Sidewalk chalkqty 12

Safety

First aid kitsqty 3
AED
Safety vestsqty 30
Traffic marshal signsqty 12
Flashlightsqty 8
Rain blanketsqty 10
Emergency blanketsqty 20
Hand sanitizerqty 6

Tableware

Reusable cupsqty 180
Reusable platesqty 150
Reusable cutleryqty 180
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 8
Cratesqty 20
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Water jugsqty 8
Ice containersqty 6

Decorations

Buntingqty 8
Stage drapesqty 4
Tableclothsqty 12
Marker tapeqty 10

Lighting

String lightsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Litter pickersqty 6
Cleaning glovesqty 12
Microfiber clothsqty 20

Catering

Groceries

Tips

Begin permits, insurance, traffic planning and safety planning early, especially if the course uses public roads. Allow several weeks for approvals and changes before publishing the final route.
Inspect the full course before race day and check every turn, crossing and transition point. Prepare directional signs, cones, barriers and bicycle racks in the quantities needed for the route and the expected field.
Give volunteers a written schedule and briefing document at least 3–7 days before the event. Include reporting times, posts, radio or megaphone use, first-aid procedures and who makes race-day decisions.
Close registration before the final participant list is needed, then assign starter groups and check dietary requirements with the caterer. Order bib numbers, straps, timing chips, wristbands, medals and winner ribbons only after the numbers are stable.
Test the start and finish setup before participants arrive. Check the timing system, PA equipment, microphones, speakers, extension cords, work lights and backup stopwatches, and keep spare bike pumps and tool kits at the transition area.

Frequently asked questions

How far in advance should I organise a duathlon?: Start the permit, insurance, route, traffic and safety work at least 8–12 weeks before race day. Reserve the start and finish location, timekeeping, medical staffing and traffic marshals as soon as the date is fixed.
What volunteers do I need for a duathlon?: Plan volunteers for registration, transition, course junctions, start and finish, aid or safety posts, timing support and setup. Create the final schedule 3–7 days before the event, then confirm every shift by message or phone.
When should I check the duathlon route and signs?: Carry out a full course inspection 7–14 days before the race and another quick check on race morning. Put signs, cones and barriers in place early enough to walk or cycle the route before the first starter.
What should I prepare in the final week before a duathlon?: Finalise the participant list, start groups, volunteer briefing, catering requirements and weather check during the last 7 days. Test timing and sound equipment, pack spare batteries and cables, and count bibs, chips, medals and route signs before loading the venue.

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.