Funfair race checklist

A funfair race needs more than a course and a start signal. You need time to arrange permits, traffic control, registrations, volunteers, signage, race equipment and practical facilities for participants and spectators. Start with the route and safety plan, then move on to entries, staffing and supplies. This checklist keeps the preparation in a workable order and highlights details that are easy to leave until race morning.

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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 permits
Record the course
2 people
Develop the traffic plan
2 people
Request traffic controllers
Carry out course inspection
2 people
Determine race categories
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Make reservations
Process registrations
2 people
Confirm participants
Collect dietary requirements
Assign volunteers
2 people
Prepare briefing
Make bib numbers
2 people
Print route maps
Prepare route signs
2 people
Do the shopping
3 people
Check materials
2 people

Event

Mark the bicycle parking
2 people
Mark out the start and finish area
4 people
Set up traffic barriers
6 people
Put up route signs
4 people
Brief traffic controllers
3 people
Set up the booth and audience area
4 people
Set up tables and chairs
4 people
Set up party tents
6 people
Hang decorations
3 people
Connect the sound system
2 people
Set up finish arch
4 people
Chill drinks
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Place waste stations
2 people
Staff the registration desk
3 people
Register participants
3 people
Hand out race numbers
2 people
Carry out bike checks
2 people
Give the riders briefing
2 people
Guide the audience to sections
4 people
Assist with the opening ceremony
3 people
Announce the course of the race
2 people
Secure intersections
12 people
Register course laps
3 people
Record passing times
3 people
Provide runners with water
3 people
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Guide the finish
4 people
Check the result
2 people
Set out prizes
2 people
Handle prize ceremony
4 people
Support the public program
3 people
Announce the closing message
2 people
Guide the audience out of the area
4 people

Aftercare

Remove traffic barriers
6 people
Collect route signs
4 people
Take down tents and decorations
6 people
Collect furniture
4 people
Disconnect the sound system
2 people
Wash dishes
3 people
Clean the venue
6 people
Dispose of waste
3 people
Collect lost property
2 people
Clean materials
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 60
High tablesqty 6
Party tentsqty 4
Blanketsqty 12
Clothes racksqty 2

Sports equipment

Bib numbersqty 150
Bib holdersqty 150
Race vestsqty 20
Round board
Finish arch
Bike pumpsqty 3
Spare inner tubesqty 12
Water bottle cratesqty 6
Competition whistlesqty 12
Stopwatchesqty 4
Clipboardsqty 8
Pensqty 40
Calculatorsqty 2
Prizesqty 12

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2

Lighting

LED lampsqty 8
String lightsqty 6
Flashlightsqty 8

Traffic equipment

Traffic barriersqty 40
Crowd barriersqty 30
Traffic conesqty 30
Route arrowsqty 25
Warning signsqty 12
Barrier tapeqty 8
Traffic marshal vestsqty 20
Marker lightsqty 20

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 8
Pliersqty 6
Serving jugsqty 4
Ice packsqty 30

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4

Safety

First aid kitsqty 2
Blanketsqty 10
Bandagesqty 4
Walkie-talkiesqty 12
Safety pinsqty 200

Decorations

Buntingqty 12
Fairground flagsqty 30
Sponsor postersqty 20
Program boardsqty 4

Catering

Groceries

Tips

Start the permit and traffic work first. Record the course, create the traffic plan and request traffic controllers early, because these arrangements can determine whether the race route is feasible.
Set registration deadlines before sending invitations. Confirm participants after registration closes, collect dietary requirements and prepare bib numbers and bib holders with enough time for corrections.
Inspect the entire course before race day, not only the start and finish. Check where route signs, traffic barriers, bicycle parking and the finish arch will go, and keep spare inner tubes and bike pumps available.
Give every volunteer a defined role and a written briefing. Traffic controllers should know their exact positions, while the finish team needs stopwatches, whistles, clipboards, pens and calculators ready together.
Test the event-day infrastructure before participants arrive. Check speakers, microphone, mixer, extension cords and power strips, and place water bottle crates, coolers, coffee machines and kettles where they can be reached without crossing the course.

Frequently asked questions

How far in advance should I organise a funfair race?: Start the route, permit and traffic-control planning at least 8 to 12 weeks before the race. Use the final 2 weeks for participant confirmation, volunteer briefings, shopping and a full materials check.
What should I arrange first for a funfair race?: Begin by recording the course and checking permit requirements. Then develop the traffic plan, request traffic controllers and carry out a course inspection before publishing registration details.
When should funfair race registrations close?: Close registrations at least 7 days before race day if you need to prepare bib numbers, route maps, categories and dietary information. Confirm the final participant list 3 to 5 days beforehand.
How many volunteers do I need for a funfair race?: Plan at least one volunteer for each traffic-control or course post, plus separate people for registration, the start and finish, refreshments and equipment. Confirm the final allocation at least 3 days before the race.

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.