How to organise a 12-hour race

A 12-hour race needs more than a marked course and a start list. Begin with the venue, permits, insurance and a safety plan, then build the volunteer rota and registration process around them. Work backwards from race day so equipment, food, lighting and communications are ready before participants arrive. The most common problems are late course checks, unclear volunteer handovers, missing bike-repair supplies and poor planning for darkness.

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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

1
Reserve the course and venue
2
Arrange permits and notifications
2 people
3
Check insurance
4
Inspect the course
3 people
5
Develop safety plan
2 people
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Open registration
9
Process registrations
2 people
10
Collect dietary requirements
11
Compile start list
2 people
12
Assign volunteers
2 people
13
Send route information
14
Check the weather forecast
15
Do the shopping
3 people
16
Check bikes and equipment
3 people
17
Sort bib numbers
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Mark the course
5 people
21
Build the start and finish area
6 people
22
Set up the registration table
3 people
23
Set up tables and chairs
4 people
24
Set up the first aid station
4 people
25
Set out first aid supplies
2 people
26
Test sound system
2 people
27
Test the lighting
2 people
28
Install timing equipment
3 people

Event

29
Register participants
4 people
30
Hand out race numbers
3 people
31
Give riders briefing
2 people
32
Carry out the start procedure
4 people
33
Keep track of lap and time results
3 people
34
Staff the course checkpoints
8 people
35
Staff the care station
4 people
36
Refill drinks
2 people
37
Serve food and snacks
3 people
38
Empty trash bins
2 people
39
Turn on lighting
2 people
40
Carry out finish registration
3 people
41
Check finishers
2 people
42
Check the result
2 people
43
Present prizes
3 people
44
Inform participants of the results
2 people

Aftercare

45
Remove course markers
5 people
46
Take down the start and finish area
6 people
47
Collect materials
4 people
48
Wash dishes
3 people
49
Clean the venue
5 people
50
Dispose of waste
2 people
51
Archive timing details
52
Send the results and photos
2 people
53
Return borrowed materials
2 people
54
Handle lost property

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
High tablesqty 4
Waste binsqty 8

Equipment

Time registration system
Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 10
Megaphone
Battery chargersqty 4

Sports equipment

Bib numbersqty 120
Bib holdersqty 120
Marker conesqty 40
Crowd barriersqty 20
Route arrowsqty 50
Warning signsqty 12
Repair standsqty 2
Bike pumpsqty 3
Tool setsqty 2
Spare inner tubesqty 20
Bicycle bellsqty 2

Lighting

LED lampsqty 12
Battery lanternsqty 8
Batteriesqty 32

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving boardsqty 6
Serving spoonsqty 6

Cleaning

Cleaning bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Microfiber clothsqty 12
Broom setsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Secure the course and venue before opening registration. Allow at least 8–12 weeks for permits, notifications and insurance checks, and confirm exactly which areas volunteers and participants may use.
Write the safety plan before assigning volunteers. Include first aid, emergency access, course hazards, weather decisions and a communication chain using walkie-talkies; give every key post a named backup.
Close registration early enough to create the start list and volunteer rota. Aim to finalise both at least 3 days before the race, including dietary requirements, route information and bib numbers.
Treat the course as a night-time operation, not just a daytime route. Inspect it in daylight, mark turns with arrows and warning signs, and test LED lamps, batteries and power arrangements before the evening section begins.
Set up separate flows for registration, the start and finish, food, waste and first aid. Put repair stands, pumps, tools and spare inner tubes where riders can reach them without blocking the course or registration table.

Frequently asked questions

How far in advance should I organise a 12-hour race?: Start planning at least 8–12 weeks ahead. That gives you time to reserve the course, handle permits and insurance, recruit volunteers, open registration and order or collect equipment.
How many volunteers do I need for a 12-hour race?: The number depends on the course and operating hours, but plan shifts rather than asking people to work all 12 hours. Give each critical position at least two people in rotation, plus a reserve for illness, breaks and handovers.
When should I mark the course for a 12-hour race?: Mark the course on race day after the final inspection, ideally 2–4 hours before the first start. Recheck every arrow, cone, barrier and warning sign before darkness, then walk or ride the route once more with lights.
How much food and drink should I prepare for a 12-hour race?: Base quantities on the confirmed start list and the planned duration, then add a 10–15% reserve for volunteers, support crews and unexpected demand. Chill drinks and prepare snacks before participants arrive, with dietary requirements separated and clearly labelled.

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