Handbike race checklist: plan the event step by step

Organising a handbike race involves more than marking out a course and welcoming riders. You need permits, a traffic plan, reliable timing, medical cover, volunteers and clear information for every participant. This checklist puts the work in a practical order, from booking the venue and confirming the route to printing bib numbers and preparing race-day equipment. Use it to spot details that are often left until the final week, such as dietary requirements, insurance checks, backup handbikes and volunteer instructions.

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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
Submit traffic plan
Reserve traffic controllers
Reserve timing
Arrange first aid staffing
Draw up competition rules
2 people
Set the course definitively
2 people
Send invitations
2 people
Open registration form
Order sponsor signs
Have start numbers printed
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Check insurance details
2 people
Assign starter groups
2 people
Print participant list
Print the route map
Create volunteer schedule
2 people
Prepare a volunteer briefing
Send participant information
Check the weather forecast
Do the shopping
3 people
Sort bib numbers
2 people
Assemble Race Packets
2 people
Load equipment
4 people

Event

Open venue
2 people
Place traffic barriers
6 people
Mark the course
6 people
Build the start and finish arch
4 people
Set up the registration desk
3 people
Set up audience tables
4 people
Set up tent and shade areas
5 people
Connect the sound system
2 people
Set up timing
3 people
Set up the first aid station
2 people
Put up sponsor boards
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the catering buffet
3 people
Check in volunteers
2 people
Brief volunteers
2 people
Register participants
4 people
Hand out race numbers
3 people
Carry out technical inspection
3 people
Check course safety
4 people
Give the riders briefing
2 people
Guide the setup
4 people
Start the competition
3 people
Register round passes
4 people
Staff the safety posts
8 people
Refill drinks
2 people
Serve snacks
2 people
Inform the audience
2 people
Register finishers
3 people
Check results
2 people
Set out prizes
2 people
Handle prize ceremony
3 people
Close catering
2 people

Aftercare

Take down the audience area
4 people
Remove course materials
6 people
Remove traffic barriers
6 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Dismantle timing equipment
3 people
Reload materials
4 people
Lock up the venue
2 people
Return rental equipment
2 people
Dispose of waste
2 people
Publish results
Inform participants
Store prize and sponsorship materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 40
Bar stoolsqty 6
Waste binsqty 8
Starting gatesqty 12
Changing room screensqty 4

Sports equipment

Traffic conesqty 80
Course ribbonqty 12
Directional signsqty 20
Warning signsqty 12
Bib numbersqty 80
Bib holdersqty 80
Rugby whistlesqty 10
Stopwatchesqty 6
Measuring tapesqty 2
Backup handbikesqty 2
Bike pumpsqty 4
Tool setsqty 3
Spare inner tubesqty 20
Water bottle cratesqty 6
Stage sectionsqty 3

Equipment

Timing computer
Laptopqty 2
Walkie-talkiesqty 12
Sound system
Microphonesqty 3
Extension cordsqty 8
Power stripsqty 6
Power banksqty 10
Mobile printersqty 2

Lighting

LED lampsqty 12
Work lightsqty 4
Cable reelsqty 4

Tableware

Reusable cupsqty 250
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 3
Cutting boardsqty 4
Serving spoonsqty 12

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
First aid kitsqty 2

Decorations

Sponsor bannersqty 12
Buntingqty 8
Stage ribbon

Catering

Groceries

Tips

Lock down the course before publishing participant information. Once the route is final, print the route map, position directional and warning signs, and use traffic cones and course ribbon to make changes visible.
Apply for the competition permit and submit the traffic plan early enough to allow revisions. Traffic controllers, first aid staff and timing should be reserved before you send final event details to riders.
Give registration a clear closing point, then process the entries and assign starter groups. Print the participant list and sort bib numbers before race day rather than trying to do both at the registration desk.
Prepare a volunteer schedule and hold a briefing before the first rider arrives. Walk through radio communication, course posts, starting procedures, timing and what to do if a handbike needs a pump, tool set or spare inner tube.
Plan the venue setup around rider flow: changing room screens, tables, chairs, waste bins, the starting gates and the finish or presentation area. Check extension cords, power strips, power banks and the timing computer before loading the equipment.

Frequently asked questions

How far in advance should I organise a handbike race?: Start the main planning at least 3 to 6 months before race day. Apply for the permit, submit the traffic plan and reserve the venue, timing, traffic controllers and first aid staffing first.
What should I confirm with handbike race participants before the event?: Confirm registration details, starter groups, dietary requirements and any information needed for the course. Send the final participant information after the route and race rules are fixed, ideally 1 to 2 weeks before the race.
When should I print bib numbers and the participant list?: Print bib numbers after registration processing and no later than 3 to 5 days before the race. Print the participant list at the same time, then sort the bib numbers by starter group to speed up collection.
What equipment should I check before a handbike race?: Test the timing computer, laptop, stopwatches, walkie-talkies, microphones and sound system at least 1 day before the event. Also inspect pumps, tool sets, spare inner tubes, backup handbikes, signs and power supplies before transport.

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