Fourcross race checklist and planning guide

A Fourcross race needs more than a marked course and a starting gate. You must secure the venue, permits, insurance, officials, first aid, security and timing before registrations open. In the final weeks, the focus shifts to the start list, volunteer schedule, weather checks, equipment and charged batteries. Use this checklist to work through the race in the right order and avoid last-minute gaps in safety, communication or race-day setup.

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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
Apply for competition permit
Check insurance
Carry out course inspection
3 people
Draw up competition rules
2 people
Record officials
Arrange the first aid team
Arrange security
Reserve timing
Reserve barriers and tents
Reserve sound and power
Send invitations
2 people
Publish registration form
Approach sponsors
2 people
Distribute promotional posters
3 people
Process registrations
2 people
Collect dietary requirements
Publish start list
Schedule volunteers
2 people
Check the weather forecast
Inspect the course again
3 people
Gather competition materials
3 people
Do the shopping
3 people
Sort bib numbers
2 people
Charge batteries
2 people
Set out the course
8 people
Set up the starting gates
4 people
Set up safety barriers
6 people
Set up tents
6 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the finish area
4 people
Set up the speaker system
2 people
Connect power supply
2 people
Set up timing
3 people
Set up the first aid station
2 people
Mark the bicycle parking
2 people
Check sanitary facilities
2 people
Chill drinks
2 people
Prepare snacks
3 people
Give volunteer briefing
2 people
Give the officials briefing
2 people

Event

Welcome runners
4 people
Register runners
4 people
Hand out race numbers
3 people
Inspect bicycles
2 people
Inform the audience
2 people
Guide runners to the starting area
3 people
Give opening briefing
2 people
Guide qualifying rounds
8 people
Carry out timekeeping
3 people
Staff the course checkpoints
8 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Guide the audience
3 people
Check course safety
4 people
Guide the semifinals
8 people
Assist with the finals
8 people
Check results
3 people
Handle prize ceremony
3 people
Ensure the audience leaves safely
4 people

Aftercare

Collect waste
4 people
Clean up catering
3 people
Dismantle timing equipment
3 people
Dismantle the sound system
2 people
Take down barriers and the starting gate
6 people
Take down tents
6 people
Gather course materials
6 people
Clean the venue
5 people
Wash dishes
3 people
Inventory materials
2 people
Return materials
3 people
Dispose of waste
2 people
Publish results
Inform participants
Store prize materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Chairsqty 40
Bar stoolsqty 8
Waste binsqty 10

Sports equipment

Starting gate
Course barriersqty 80
Conesqty 40
Barrier tapeqty 12
Barrier tapeqty 20
Bib numbersqty 80
Bib holdersqty 80
Mountain bikesqty 2
Bike pumpsqty 4
Tool setsqty 3
Spare inner tubesqty 20
Bicycle standsqty 6
Competition flagsqty 12
Stage blocksqty 3

Equipment

Timing system
Laptopsqty 2
Tabletsqty 2
Printersqty 2
Walkie-talkiesqty 12
Mobile chargersqty 12
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Generator

Lighting

LED work lightsqty 8
String lightsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12

Kitchen

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Ice packsqty 30

First aid

First aid kitsqty 2
Stretcher
Emergency blanketsqty 10
Vestsqty 20

Decorations

Competition postersqty 20
Route signsqty 20
Stage ribbon
Prizesqty 12

Cleaning

Broom setsqty 3
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4

Catering

Groceries

Tips

Start with the venue, permit and insurance checks before promoting the race. Allow enough lead time for approval, because registration and sponsor activity depend on knowing that the competition can go ahead.
Inspect the course twice: once while planning the layout and again shortly before race day. Check barriers, cones, tape, flags, the starting gate and any areas where riders or spectators could leave the course.
Do not leave timing and power until the final week. Test the timing system, laptops, tablets, printers, speakers and microphones, then charge batteries and confirm extension cords, power strips and the generator if needed.
Build the volunteer schedule after registrations begin, not before. Assign clear coverage for officials, registration, course access, first aid, security, timing and communication, with walkie-talkies tested before riders arrive.
Publish the start list only after registrations and dietary requirements are processed, then sort bib numbers and bib holders by start group. Keep spare inner tubes, pumps and tool sets together so minor bike problems do not delay the programme.

Frequently asked questions

How far in advance should I apply for a Fourcross race permit?: Apply as soon as the venue and race format are defined, preferably several weeks before promotion and registration begin. The exact deadline depends on the authority, so confirm it before publishing the event date.
When should I inspect the Fourcross course?: Carry out an initial inspection while designing the course, then inspect it again shortly before race day. The second check should happen after the final weather forecast and before barriers, cones and competition flags are fixed in place.
How many volunteers do I need for a Fourcross race?: Plan separate coverage for officials, registration, course access, first aid, security, timing and communications rather than giving everyone mixed duties. Set the final schedule after registrations close, when you know the number of start groups and spectators.
When should I publish the Fourcross race start list?: Publish it after registrations have been processed and key participant details have been checked. Aim to release it before race day so riders can verify their start group and you have time to correct bib numbers or missing information.

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.