How to organise a 24-hour race

A 24-hour race needs more than a route and a start time. Begin with the rules, route and permits, then build registration, staffing and communication around the full day and night. Participants need clear information before they arrive, while volunteers need timed handovers and reliable equipment. The late-night section is where plans usually fail: lighting, power, first aid, refreshments and course control must all work after dark.

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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
Draw up competition rules
2 people
2
Finalize the route
3 people
3
Apply for permits
4
Check insurance
5
Create registration form
6
Send invitations
2 people
7
Open registration
8
Recruit volunteers
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign start numbers
2 people
12
Send participant information
13
Create the volunteer schedule
2 people
14
Arrange first aid staffing
15
Test timing equipment
2 people
16
Test communication devices
2 people
17
Carry out course inspection
3 people
18
Check traffic plan
2 people
19
Do the shopping
3 people
20
Sort bib numbers
2 people
21
Collect materials
3 people
22
Cord off the bike parking area
3 people
23
Set up tents
5 people
24
Set up tables and chairs
4 people
25
Set up the start and finish area
4 people
26
Set out the course
6 people
27
Set up traffic barriers
6 people
28
Set up traffic signs
4 people
29
Install lighting
4 people
30
Set up timing station
3 people
31
Set up the first aid station
3 people
32
Set up catering station
4 people
33
Chill drinks
2 people
34
Prepare snacks and meals
4 people
35
Set up the registration table
2 people

Event

36
Hand out race numbers
4 people
37
Register participants
4 people
38
Check bicycles and equipment
3 people
39
Give volunteers a briefing
2 people
40
Give riders briefing
3 people
41
Carry out the start procedure
5 people
42
Record round details
3 people
43
Staff the course checkpoints
8 people
44
Refill drinks
2 people
45
Serve food and snacks
4 people
46
Empty trash bins
2 people
47
Check the lighting
2 people
48
Brief the night shift
2 people
49
Staff night shifts
8 people
50
Provide nighttime catering
3 people
51
Check batteries and lights
2 people
52
Secure round data
2 people
53
Serve breakfast
4 people
54
Brief the morning shift
2 people
55
Staff the day shifts again
8 people
56
Restock drinks and food
4 people
57
Guide the final sprint and finish
5 people
58
Record end times
3 people
59
Check the result
2 people
60
Present prizes
3 people
61
Inform participants of the results
2 people

Aftercare

62
Remove course materials
6 people
63
Clear away traffic barriers
6 people
64
Take down tents
5 people
65
Dismantle the timing equipment
3 people
66
Clean up catering
4 people
67
Wash dishes
3 people
68
Collect waste
4 people
69
Clean the grounds
5 people
70
Inventory materials
2 people
71
Return borrowed items
2 people
72
Publish results online
73
Send participants' photos
74
Handle lost and found

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Registration tablesqty 3
High tablesqty 6
Storage cratesqty 20

Sports equipment

Bib numbersqty 120
Bib holdersqty 120
Traffic conesqty 80
Crowd barriersqty 40
Course tapeqty 12
Directional signsqty 25
Kilometer markersqty 10
Spare bike pumpsqty 4
Spare inner tubesqty 20
Bike tool kitsqty 3

Equipment

Timing laptopqty 2
Round countersqty 2
Stopwatchesqty 4
Walkie-talkiesqty 12
Mobile chargersqty 8
Portable sound system
Microphone
Printer
Extension cordsqty 10
Power stripsqty 8
Generator

Lighting

Work lightsqty 8
LED string lightsqty 6
Headlampsqty 16
Reflective vestsqty 20

Safety

First aid kitsqty 2
AED
Fire extinguishersqty 2
Work glovesqty 12
Safety scissorsqty 4

Tableware

Reusable cupsqty 180
Reusable platesqty 120
Cutlery setsqty 120
Coffee potsqty 6
Thermos flasksqty 8
Serving Cupsqty 12

Kitchen

Coolersqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 12
Serving spoonsqty 8
Food containersqty 20

Cleaning

Waste binsqty 10
Mop setsqty 3
Cleaning bucketsqty 4

Decorations

Bannersqty 8
Stage-free finish arch
Prize table decoration

Catering

Groceries

Tips

Set the event structure before opening registration. Finalise the rules and route first, then allow enough time for permits, insurance checks and a registration form before sending invitations.
Plan volunteer cover in overlapping shifts rather than one long rota. For a 24-hour race, schedule handovers before each team becomes tired and assign separate people to registration, first aid, course control and timing.
Test every timing and communication device before event day. Run the timing laptop, round counters, stopwatches and walkie-talkies together, and prepare mobile chargers and a backup power plan.
Inspect the course in daylight and after dark. Check the traffic plan, place directional signs and kilometre markers, and confirm that work lights, headlamps and course tape cover every section volunteers must monitor overnight.
Finish participant information at least 7 days before the race. Include start numbers, arrival instructions, parking and bike-parking arrangements, race rules, contact details and what happens if weather or course conditions change.

Frequently asked questions

How far in advance should I organise a 24-hour race?: Start at least 4 to 6 months ahead. Route approval, permits, insurance, volunteer recruitment and participant registration often take longer than the equipment setup.
How many volunteers do I need for a 24-hour race?: Create a rota with enough people for every operating point and use shifts of about 4 to 6 hours. Add overlap at each handover so registration, first aid, timing and course control are never left unattended.
When should I inspect the route for a 24-hour race?: Inspect it once during planning and again within 7 days of the race. Walk or ride the course after dark as well, so you can verify lighting, signs, barriers and communication coverage.
When should race participants receive the final information?: Send the final participant information 7 to 10 days before the start. Send any last-minute changes immediately, especially changes to the route, traffic arrangements, arrival time or safety procedures.

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.