Gravel race checklist: what to arrange and when

A gravel race needs more than a mapped route and a start time. You need permission to use the route, a tested course, clear participant information, and enough people and equipment at the right points. This checklist takes you from route planning and registration to race-day setup. It also covers the details that are easy to leave until the last week, such as route changes, bib sorting, emergency contacts, coolers, and basic bike support.

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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

Record route and date
2 people
Request route permit
Scout the route in advance
2 people
Reserve start and finish location
Publish registration form
Send invitations
2 people
Publish route map
Process registrations
2 people
Collect dietary requirements
Assign volunteers to stations
2 people
Send participant information
Create bib numbers and participant list
2 people
Check the weather forecast
Communicate route changes
Collect materials
3 people
Do the shopping
2 people
Sort bib numbers
2 people
Prepare route signs
2 people
Fill coolers
2 people
Prepare permits and emergency numbers
Set up tents
4 people
Set up tables and chairs
3 people
Mark off the start and finish area
3 people
Mark out the route
5 people
Set up a supply point
3 people
Set up the registration table
2 people
Prepare first aid supplies
2 people
Brief volunteers
2 people

Event

Register participants
4 people
Hand out race numbers
3 people
Check bicycles and equipment
2 people
Give the start briefing
2 people
Start the gravel race
3 people
Staff route checkpoint
6 people
Arrange catering supplies
3 people
Refill drinks
2 people
Register finishers
3 people
Serve snacks and meals
4 people
Watch the bicycle parking area
2 people
Process end time and results
2 people
Present prizes
2 people
See participants off
3 people

Aftercare

Remove route signs
5 people
Take down tents and furniture
4 people
Collect and sort waste
3 people
Clean dishes and materials
3 people
Leave venue clean
4 people
Return materials
3 people
Register lost and found items
Send results and thank-you message
Carry Out Post-Event Route Check
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 24
Bicycle racksqty 6

Sports equipment

Route arrowsqty 40
Traffic conesqty 30
Barrier tapeqty 6
Route signsqty 20
Bib numbersqty 120
Bib holdersqty 120
Stopwatchesqty 4
Hand tally countersqty 4
Bike pumpsqty 3
Bike multi-toolsqty 4
Spare inner tubesqty 12
Tire leversqty 8
Cable tiesqty 100
Walkie-talkiesqty 8

Equipment

Laptopsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Mobile chargersqty 6
Megaphone

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 180
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Serving plattersqty 12
Kettlesqty 2
Food containersqty 12

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Cleaning clothsqty 12
Broom setsqty 3
Mopsqty 3
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Request route permission before opening registration. Confirm the start and finish location first, then allow time to scout the full course and make changes before publishing the route map.
Send participant information several days before the race, including the route, start procedure, station locations, emergency numbers, and what to do if the weather forces a route change.
Assign volunteers to each station in advance and give them a way to communicate. Walkie-talkies are useful when the course is spread out and mobile coverage is unreliable.
Prepare route signs, arrows, cones, and barrier tape before race week. Count them by course section so the marking team can work from a clear loading plan instead of sorting equipment at the start.
Set up basic repair support at the supply point: pumps, multi-tools, tire levers, spare inner tubes, and cable ties. Put coolers, reusable cups, and coffee equipment in place before participants arrive.

Frequently asked questions

How far in advance should I organize a gravel race?: Start the route, date, and permit process at least 8 to 12 weeks before race day. Open registration only after the route and start and finish location are sufficiently confirmed.
When should I mark the gravel race route?: Prepare the signs and marking materials at least 2 to 3 days beforehand, then mark the route as close to race time as practical. Check the full course again on race morning for moved signs, damaged arrows, or blocked sections.
How many volunteers do I need for a gravel race?: Assign at least one volunteer to every supply point or control location, plus separate people for registration, the start and finish area, route support, and cleanup. Final numbers depend on the course length and number of stations, so make the assignment list before sending participant information.
What equipment should a gravel race aid station have?: Plan cooling and serving equipment for the expected field, plus bike pumps, multi-tools, tire levers, spare inner tubes, and cable ties for basic repairs. Prepare these supplies at least one day before the race and keep emergency numbers with the station materials.

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.