Duathlon planning checklist

A duathlon needs more than a start line and a marked course. You have to coordinate permits, traffic measures, timing, volunteers, registration data and the transition area in the right order. Start with the date and route, then confirm safety, insurance and race rules before opening registration. In the final week, check the forecast, print the start list, sort race numbers and prepare route signs so race morning is spent setting up rather than solving preventable problems.

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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

Set the date and route
2 people
Reserve the venue and starting area
Apply for permits and notifications
Coordinate traffic measures
2 people
Check insurance
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteer posts
2 people
Schedule traffic controllers
2 people
Record emergency contact
Arrange timekeeping
2 people
Assign start numbers
2 people
Send participant information
Publishing the course digitally
Check the weather forecast
Confirm reservations
Print start list
Do the shopping
2 people
Collect materials
3 people
Sort bib numbers and wristbands
2 people
Prepare route signs
2 people
Test timekeeping
2 people
Check first aid supplies
Chill drinks
2 people
Inspect the site
3 people
Set up the start and finish arch
3 people
Set up tables
3 people
Set up party tents
4 people
Cord off the bike parking area
2 people
Set up transition area
4 people
Mark the running course
4 people
Mark the bike course
4 people
Set up traffic posts
3 people
Set up the registration table
2 people
Build the catering buffet
3 people
Test sound system
2 people
Give volunteer briefing
3 people
Carry out a route check
3 people

Event

Open registration
3 people
Hand out race numbers
3 people
Inspect bicycles
2 people
Guide participants to the start
3 people
Give the signal
2 people
Carry out course marshaling
12 people
Record times
3 people
Guard the transition area
3 people
Staff water stations
4 people
Staff the first aid station
2 people
Refill drinks
2 people
Serve snacks
2 people
Register finishers
3 people
Welcome participants
3 people
Check results
2 people
Set out prizes
2 people
Support awards ceremony
3 people
Provide buffet and drinks
3 people
Provide music and announcements
Watch the bicycle parking area
2 people
Check out the last participants
2 people

Aftercare

Collect route signs
4 people
Dismantle traffic measures
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Gather sports equipment
3 people
Wash the tableware and equipment
3 people
Collect waste
3 people
Clean the grounds
4 people
Publish results
Thank participants
Return borrowed materials
2 people
Handle the deposit and keys
Close administration

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 40
Beer tablesqty 6

Sports equipment

Start and finish arch
Traffic conesqty 80
Crowd control barriersqty 20
Route arrowsqty 45
Kilometer markersqty 12
Changeover zone stickersqty 120
Bib numbersqty 130
Race bib strapsqty 130
Wristbandsqty 130
Medal ribbonsqty 120
Stage blocksqty 3
Prize trophiesqty 12

Equipment

Timing set
Laptop
Printer
Walkie-talkiesqty 10
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6

Tableware

Reusable cupsqty 180
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Hot drink urnsqty 4
Cutting boardsqty 3
Serving traysqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Safety vestsqty 20
Flashlightsqty 6

Decorations

Buntingqty 8
Bannersqty 6

Cleaning

Broom setsqty 3
Trash binsqty 10
Cleaning bucketsqty 3

Lighting

LED lampsqty 6

Catering

Groceries

Tips

Plan the route and transition area before publishing registration. Mark the run and bike sections, the changeover zone and the start and finish points, then publish a digital course map once they are confirmed.
Apply for permits and arrange traffic measures several weeks before race day. Confirm which roads need controllers, barriers, cones or route arrows, and give each post a named volunteer and a walkie-talkie where needed.
Send participant information no later than 5–7 days before the race. Include arrival time, parking or access details, start procedure, course link, race rules, transition instructions and the deadline for emergency-contact updates.
Build the timing and start-number process around a printed backup. Test the timing set, laptop and printer before race day, sort bib numbers and wristbands in start-list order, and keep spare power strips and extension cords available.
Do the final equipment check 24–48 hours before setup. Count route arrows, kilometre markers, cones, barriers, changeover stickers, reusable cups and first-aid or communication equipment instead of assuming they are already packed.

Frequently asked questions

How far in advance should I organise a duathlon?: Start planning at least 8–12 weeks before race day. Set the route and starting area first, then allow time for permits, traffic coordination, insurance, volunteer recruitment and participant registration.
When should I open duathlon registration?: Open registration after the route, rules, safety arrangements and start area are sufficiently confirmed—usually 6–8 weeks before the event. Close it early enough to process emergency contacts, dietary requirements, start numbers and the final start list.
How many volunteers do I need for a duathlon?: The number depends on route length and road crossings, but assign one named person to every traffic-control or course post, plus separate teams for registration, transition, timing and finish support. Finalise the roster at least 7 days before race day and provide every volunteer with their post, shift time and contact method.
When should I mark the duathlon course?: Prepare and count all signs, arrows and kilometre markers 24–48 hours before the event, then place them on race day early enough for a full route check. Recheck the transition-zone stickers and critical turns after setup and before the first start.

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.