Gravel race checklist: what to arrange and when

A gravel race needs more than a route and a start line. You need permits, insurance, a workable competition format, accurate timing, rider information, and enough people to manage traffic points and course changes. This checklist takes you from route planning and registration through reconnaissance, signage, equipment checks, and race-day setup. Use it to spot the details that are easy to leave until the final week, especially medical contacts, bib sorting, weather checks, and spare bike supplies.

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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 competition format
2 people
Develop the gravel route
3 people
Apply for route permits
2 people
Reserve starting location
Arrange timekeeping
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 volunteers
2 people
Publish route map
Send participant information
2 people
Design race numbers
Carry out route reconnaissance
3 people
Determine traffic points
2 people
Create a medical contact list
Check the weather forecast
Check the route again
2 people
Do the shopping
3 people
Sort bib numbers
2 people
Prepare route signs
2 people
Check bikes and tools
2 people
Fill coolers
2 people
Prepare catering
4 people
Prepare the volunteer briefing
Cordon off the area
4 people
Set up tents
4 people
Set up tables
3 people
Set up the start and finish arch
4 people
Set up route arrows
4 people
Place warning signs
3 people
Staff traffic posts
6 people
Install time tracking
2 people
Connect the sound system
2 people
Test power supply
2 people
Prepare first aid supplies
2 people
Set up registration tables
3 people
Prepare coffee and tea
2 people
Set out sandwiches and fruit
3 people
Give volunteer briefing
2 people

Event

Register participants
4 people
Hand out race numbers
3 people
Carry out bike checks
2 people
Receive participants
3 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Give the start briefing
2 people
Guide the start
4 people
Staff route checkpoints
8 people
Record lap and split times
2 people
Provide roadside assistance along the route
2 people
Provide first aid
2 people
Guide the finish
4 people
Register finishers
2 people
Serve the meal
4 people
Check the result
2 people
Handle prize ceremony
3 people
Receive the last participants
3 people
Collect lost property

Aftercare

Collect route arrows
4 people
Remove traffic signs
3 people
Close time tracking
2 people
Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down tents
4 people
Clean the grounds
4 people
Move materials to storage
3 people
Return rented materials
2 people
Inspect route litter
3 people
Publish the results
Send participants' photos
Process expense claims
2 people
Cancel permits

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Beer tablesqty 6
Start arch
Crowd control barriersqty 20
Crowd barriersqty 12
Clothes racksqty 2
Stage sectionsqty 4
Storage cratesqty 12

Sports equipment

Route arrowsqty 80
Directional signsqty 30
Bib numbersqty 150
Race numbersqty 150
Barrier tapeqty 12
Traffic conesqty 30
Spare bike pumpsqty 4
Tire leversqty 8
Inner tubesqty 20
Bike tool kitsqty 4
Bike paddock matsqty 4
Water bottle cratesqty 8
Medal ribbonsqty 10
Medalsqty 10
Trophiesqty 3

Equipment

Time registration system
Laptopsqty 2
Tabletsqty 4
Walkie-talkiesqty 10
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Charging stationsqty 2
Handheld megaphonesqty 3

Safety

First aid kitsqty 3
AED
Safety vestsqty 20
Work glovesqty 12
Flashlightsqty 8
Emergency blanketsqty 15
Stretcher
Fire extinguishersqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Battery lanternsqty 6

Tableware

Reusable drinking cupsqty 180
Reusable platesqty 150
Reusable bowlsqty 100
Cutlery setsqty 180
Coffee cupsqty 100
Serving spoonsqty 8
Small bowlsqty 12
Serving traysqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Chef's knifeqty 4
Food warmersqty 6
Ice packsqty 30

Decorations

Event bannerqty 2
Arrow bannersqty 6
Stage backdrop

Cleaning

Waste binsqty 12
Broom setsqty 4
Floor squeegeesqty 2
Hand broomsqty 4

Groceries

Groceries

Tips

Apply for route permits and confirm insurance before publishing registration. Route access, road crossings, and traffic controls can take longer to approve than expected.
Complete a route reconnaissance before sending the final route map. Mark traffic points, check surfaces and crossings, and allow time to replace or move route arrows and directional signs.
Send participant information before race week, including the route map, competition rules, start details, and any food requirements you collected during registration. A second reminder 48 hours before the race reduces avoidable questions.
Assign volunteers by post rather than only by general duty. Give each traffic point and course section a named person, a walkie-talkie where needed, and clear instructions for reporting incidents.
Check bikes, tools, and timing equipment before setup starts. Test the time registration system, laptops, tablets, speakers, spare pumps, tire levers, inner tubes, and bike tool kits rather than discovering a fault at the start.

Frequently asked questions

How far in advance should I plan a gravel race?: Start route planning, permit applications, insurance checks, and competition rules at least 8 to 12 weeks before race day. Open registration only after the route and starting location are sufficiently confirmed.
When should I send gravel race participant information?: Send the first complete information pack 2 to 3 weeks before the race, including the route map, rules, start instructions, and contact details. Send a final weather and route update 24 to 48 hours before the start.
How many volunteers do I need for a gravel race?: Plan at least one named volunteer for every traffic point or staffed course position, plus a small reserve team for registration, timing, and unexpected issues. Final numbers depend on the route, crossings, rider count, and local safety requirements.
When should I check the gravel race route again?: Carry out a final route check 1 to 3 days before the race and again on race morning if conditions can change quickly. Confirm that signs, barriers, cones, and access points are still in place before riders arrive.

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.