A practical duathlon organising checklist

A duathlon needs more than a marked route and a start line. You need time to secure permits, insurance, first aid, timing and traffic control before registration opens. In the final week, small details such as bib numbers, bike racks, route arrows and spare inner tubes can slow the day down if they are left too late. This checklist puts the work in a sensible order, from choosing the course to checking the finish area.

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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 venue
Apply for permits
Check insurance
Draw up competition rules
2 people
Open registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign traffic controllers
2 people
Reserve first aid
Reserve timing
Reserve rental equipment
Create staff briefing
2 people
Send participant information
2 people
Assign start numbers
2 people
Print start list
Check the weather forecast
Do the shopping
3 people
Sort bib numbers
2 people
Check bike rack
2 people
Check the course
3 people
Prepare route signs
2 people
Check first aid supplies
2 people

Event

Open venue
2 people
Conduct a site safety check
3 people
Set up the start and finish arch
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Install bike racks
3 people
Mark the transition zone
4 people
Mark the course
6 people
Staff traffic posts
8 people
Set up drink stations
4 people
Set up timing
3 people
Set up the sound system
2 people
Set up the registration table
3 people
Register participants
4 people
Hand out starter packs
3 people
Check bicycle helmets
2 people
Designate a changing area
Set out coffee and tea
2 people
Give participant briefing
2 people
Fill the start area
3 people
Start duathlon
4 people
Guide the first running lap
8 people
Guide the bike ride
10 people
Moderate the second run round
8 people
Staff the drink station
4 people
Guard the transition area
3 people
Record round details
2 people
Welcome participants
4 people
Hand out medals and water
3 people
Refill drinks
3 people
Serve snacks
3 people
Close finish registration
2 people
Prepare awards ceremony
3 people
Hold the awards ceremony
3 people
See participants off
3 people
Finish marking off the course
6 people

Aftercare

Clear the start and finish area
5 people
Clear transition zone
4 people
Collect waste
4 people
Clean the restrooms
2 people
Wash dishes
3 people
Empty the coolers
2 people
Leave venue clean
4 people
Inventory materials
2 people
Return rental items
2 people
Store leftover groceries
2 people
Publish results
2 people
Send participant message
Remove bib numbers and waste
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Bar stoolsqty 6
Bicycle racksqty 12
Waste binsqty 8

Sports equipment

Bib numbersqty 150
Race bib strapsqty 150
Safety pinsqty 400
Conesqty 80
Route arrowsqty 100
Crowd barriersqty 30
Barrier tapeqty 12
Traffic conesqty 30
Hand stampsqty 4
Medal ribbonsqty 150
Finish medalsqty 150
Cup prizesqty 6
Clipboardsqty 12
Stopwatchesqty 8
Bike pumpsqty 3
Basic bike toolsqty 3
Spare inner tubesqty 12
Reflective vestsqty 20
Traffic flagsqty 12

Equipment

Timing system
Laptopqty 2
Mobile phonesqty 8
Walkie-talkiesqty 12
Sound system
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 6
Power banksqty 8
Printer
Printer paperqty 500

Lighting

LED lightsqty 8
Battery lanternsqty 6

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Thermos flasksqty 8

Kitchen

Coolersqty 8
Water jugsqty 12
Serving Cupsqty 24
Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 8
Storage binsqty 12

Decorations

Bannersqty 8
Directional signsqty 20
Start/finish banner
Tableclothsqty 10

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Glovesqty 12

Catering

Groceries

Tips

Set the date and route before opening registration. Allow at least 8–12 weeks for permits, insurance, venue arrangements and volunteer recruitment, especially if the course uses public roads.
Confirm safety and race support early. Book first aid, timing and traffic controllers before sending participant information, then include clear details about the run, bike and transition areas.
Prepare participant materials at least 7 days before race day. Sort bib numbers, print the start list, pack race bib straps and safety pins, and keep a final registration list on a laptop and on paper.
Walk or ride the full course during the final week. Check that route arrows, cones, barriers and traffic-control points are visible, and arrange a backup plan if the weather affects the route.
Create separate race-day stations instead of one crowded table. Keep bike pumps, basic bike tools and spare inner tubes near the bike racks, and give volunteers radios, phones or a short written briefing before the first start.

Frequently asked questions

How far in advance should I organise a duathlon?: Start planning at least 8–12 weeks before race day. That gives you time to confirm the route and venue, apply for permits, check insurance, recruit volunteers and reserve first aid and timing.
When should duathlon registration open?: Open registration after the date, route, key safety arrangements and entry information are confirmed. A practical lead time is 6–8 weeks before the event, so you can process entries and collect dietary requirements without rushing.
What should I check one week before a duathlon?: Check the course, weather forecast, bike racks, route signs and first aid supplies 5–7 days beforehand. Also sort bib numbers, print the start list, confirm volunteers and test the timing system, laptop and walkie-talkies.
How many volunteers are needed for a duathlon?: The number depends on the course, but plan separate cover for registration, transition, the finish, traffic points and course checks. Confirm every position at least 7 days ahead and give all volunteers a written briefing before the first start.

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