Duathlon planning checklist

A duathlon needs more than a start line and a marked course. You must coordinate a cycling route, a walking or running route, traffic control, registration and the transition zone, often with several volunteer teams working at once. This checklist covers the planning sequence from reserving the venue and applying for permits to testing timing equipment and preparing the course. Use it to see what needs to happen months ahead, what belongs in race week and what should be checked on the 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
Set the cycling and walking route
2 people
Apply for the course permit
Develop the traffic plan
2 people
Arrange traffic marshals
Send invitations
Open registration
Process registrations
2 people
Collect dietary requirements
Assign start numbers
2 people
Send participant information
Assign volunteers
2 people
Assign traffic posts
2 people
Test time tracking
2 people
Check the weather forecast
Print start list
Gather competition materials
2 people
Fill coolers
2 people
Inspect the course
3 people
Set up traffic signs
4 people
Mark off the course
6 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up the transition zone
4 people
Set up bike racks
3 people
Set up the start and finish arch
4 people
Place arrows along the course
4 people
Set up timekeeping
2 people
Test the PA system
2 people
Set up drink station
3 people
Set up first aid table
2 people

Event

Hand out race numbers
3 people
Inspect bicycles
2 people
Give participant briefing
2 people
Fill the start area
3 people
Start the duathlon
4 people
Staff the course checkpoints
10 people
Guard the transition area
3 people
Staff the drink station
3 people
Register finishers
3 people
Refill drinks
2 people
Hand out fruit and snacks
2 people
Award finisher medals
2 people
Publish interim results
Guide the last participant
3 people
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Clear the course
4 people
Check results
2 people
Publish results
See participants off
2 people

Aftercare

Clear the bike racks
3 people
Dismantle time registration
2 people
Gather course materials
6 people
Remove traffic signs
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Send results and photos

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 30
Bike racksqty 80
Waste binsqty 6

Sports equipment

Start and finish arch
Competition arrowsqty 40
Traffic conesqty 80
Crowd barriersqty 30
Barrier tapeqty 10
Transition zone signsqty 6
Bib numbersqty 120
Race bib strapsqty 120
Medalsqty 120
Stopwatchesqty 6
Spare bike pumpsqty 4
Tire leversqty 8
Basic bike toolsqty 2
Spare inner tubesqty 12
Course mapsqty 30
Clipboardsqty 10

Equipment

Laptop
Printer
Walkie-talkiesqty 12
Mobile chargersqty 6
PA system
Extension cordsqty 4
Power stripsqty 4
Time registration system
Spare batteriesqty 24
Megaphonesqty 2

Lighting

Work lightsqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 20
Traffic marshal signsqty 10
Flashlightsqty 8

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Cutlery setsqty 150

Kitchen

Coolersqty 6
Thermos flasksqty 4
Water jugsqty 8
Pouring tongsqty 4
Cutting boardsqty 4
Bread knivesqty 4
Insulated boxesqty 4

Catering

Groceries

Tips

Apply for the course permit before publishing registration. The permit and traffic plan can affect your route, marshal positions and the number of signs or barriers you need.
Send participant information several days before the race, including the start procedure, transition-zone rules, course maps, start numbers and the time participants should arrive for registration.
Test the time registration system, stopwatches, laptop, printer and spare batteries before race day. Run one complete test from registration through finish recording rather than checking each device separately.
Inspect the full course during race week and again after signs, cones and barrier tape are installed. Confirm that every turn is visible and that transition-zone signs cannot be missed by cyclists arriving at speed.
Prepare the transition area before opening registration. Place bike racks, signs and access barriers first, then check that competitors can move from the bike section to the walking or running section without crossing spectators.

Frequently asked questions

How far in advance should I organise a duathlon?: Start planning at least 4 to 6 months before race day. Reserve the venue and begin the permit process first, then open registration only after the routes, traffic plan and key safety arrangements are clear.
What should be included in a duathlon checklist?: Include venue booking, cycling and walking or running routes, permits, traffic marshals, registration, participant information, volunteers, timing, course marking, transition setup and equipment checks. Allow time for a full course inspection and a timing-system test before the event.
When should I assign duathlon volunteers and traffic marshals?: Assign the main volunteer team 3 to 4 weeks before the race and confirm every traffic post during race week. Send each person their exact position, reporting time, communication method and emergency instructions before race day.
How early should the duathlon course be marked?: Install permanent signs and mark the course on race day or the day before, depending on permit conditions and traffic restrictions. Inspect it immediately after setup and again before the first participants start, because signs and cones can be moved overnight.

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.