Greyhound race checklist: what to arrange and when

A greyhound race needs more than a marked course and a starting signal. Before inviting participants, confirm the date and venue, check the race permit, and write clear competition and animal welfare rules. Registrations, veterinary appointments, start groups and volunteer shifts should be settled before race day. This checklist also covers the details that are easy to leave late, including route signs, chilled supplies, dog cooling equipment, power connections and a final track inspection.

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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

Confirm date and location
2 people
Check race permit
Draw up competition rules
2 people
Set animal welfare rules
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Put together start groups
2 people
Publish the schedule
Send participant confirmations
Reserve competition equipment
Reserve tents and tables
Confirm veterinary appointments
Assign volunteers
2 people
Prepare race registration
2 people
Print race numbers
Create signs and route maps
2 people
Check the weather forecast
Inspect the race track
2 people
Clear obstacles from the site
3 people
Do the shopping
2 people
Store chilled products
2 people
Check equipment
2 people

Event

Set up the race track
4 people
Place the starting boxes
3 people
Mark the finish line
2 people
Set up tents
4 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Test the PA equipment
2 people
Test timekeeping
2 people
Set up the veterinary area
2 people
Receive participants
3 people
Check dogs
2 people
Hand out race numbers
2 people
Welcome spectators
3 people
Explain the competition rules
Give the opening briefing
Bring dogs to the start
4 people
Supervise races
6 people
Record times
2 people
Announce starting order
Guide the audience along the track
3 people
Refill the water for dogs
2 people
Check rest area
2 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Hang Up Interim Results
Check prize winners
2 people
Present prizes
2 people
Make closing announcements
See participants off
3 people

Aftercare

Clear dog rest area
2 people
Clean up catering
3 people
Dismantle the race track
4 people
Take down tents
4 people
Collect waste
3 people
Clean the grounds
3 people
Wash dishes
2 people
Send results digitally
Thank participants
Inventory supplies
2 people
Return borrowed equipment
2 people
Archive competition data

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Folding benchesqty 6
Dog crate tablesqty 8
Registration desk

Sports equipment

Starting boxesqty 4
Course markingsqty 24
Crowd control barriersqty 30
Conesqty 30
Measuring tapesqty 2
Starting ribbonsqty 4
Finish ribbon
Stopwatchesqty 6
Start flagsqty 2
Water bowls for dogsqty 12
Dog leashesqty 20
Collarsqty 20
Dog muzzlesqty 12
Dog towelsqty 30
Dog cooling matsqty 8
Dog waste bag dispensersqty 6
Dog waste bag rollsqty 24

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Socket coversqty 8
Laptop
Printer
Timing display
Megaphonesqty 2

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Thermos flasksqty 6

Decorations

Competition flagsqty 12
Bib numbersqty 40
Directional signsqty 12
Route mapsqty 40
Name stickersqty 100
Prizesqty 12
Medal ribbonsqty 12

Lighting

LED string lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Broomqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Trash bag holdersqty 6

Catering

Groceries

Tips

Set the rules before opening registration. Include eligibility, race format, handling requirements and welfare conditions so participants know what to expect and you can build consistent start groups.
Book veterinary appointments early and confirm them again before the event. A race-day welfare check can affect the running order, so allow time for changes rather than treating it as a last-minute formality.
Publish the schedule only after registrations and start groups are stable. Send participant confirmations with arrival instructions, race numbers and any required equipment details at least several days before the race.
Inspect and clear the track on site before setting up the course markings. Check for obstacles, measure the route, position barriers and starting boxes, and keep a clear finish area for timing and officials.
Test the full power and sound setup before spectators arrive. Wireless microphones, speakers, the mixer, extension cords, power strips and socket covers need to work together without cables crossing walkways.

Frequently asked questions

How far in advance should I organise a greyhound race?: Start planning at least 8 to 12 weeks before race day. Use the first weeks for the venue, permit, rules, veterinary arrangements and equipment reservations; open registration only once those basics are confirmed.
When should greyhound race registrations close?: Close registrations around 7 to 10 days before the event. That gives you time to process entries, collect dietary requirements, create start groups, print race numbers and send final confirmations.
What should I check on the greyhound race track on the day?: Allow at least 2 hours for the final inspection and setup. Walk the full course, remove obstacles, check the markings and barriers, measure critical points, and confirm that the starting and finish areas are safe and visible.
How much water and cooling equipment do greyhounds need at a race?: Provide water bowls at registration, near the waiting area and at the finish, then refill them throughout the day. Have cooling mats and dog towels ready before the first race, and add extra supplies if dogs must wait between heats.

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.