How to organise a corporate race

Start by fixing the date and route, then build the event around registration, safety and race-day flow. A corporate race needs more than a start and finish line: you must check permits and insurance, inspect traffic bottlenecks, brief volunteers and give participants precise information. Work backwards from race day so catering, barriers, bibs, timing equipment and bicycles are ready before people arrive. The final route check and weather review should happen close to the event, not weeks in advance.

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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
Confirm date and route
2 people
2
Create the participant list
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Recruit volunteers
2 people
7
Check insurance
8
Check permits
9
Inspect route
3 people
10
Note traffic bottlenecks
2 people
11
Assign traffic controllers
2 people
12
Confirm venue booking
13
Order catering
14
Reserve bike racks
15
Reserve barriers and fencing
16
Draw up competition rules
2 people
17
Assign starter groups
2 people
18
Assign start numbers
2 people
19
Send participant information
20
Check the weather forecast
21
Check the route again
2 people
22
Do the shopping
2 people
23
Lay out race bibs and wristbands
2 people
24
Print competition forms
25
Check bicycles and equipment
3 people
26
Check first aid supplies
27
Test communication channels
2 people
28
Set out route signs
2 people
29
Set up barriers
4 people
30
Set up traffic signs
3 people
31
Build the start and finish arch
4 people
32
Set up tables
3 people
33
Set up chairs and bike racks
3 people
34
Set up registration desk
2 people
35
Set up catering point
3 people
36
Chill drinks
2 people
37
Prepare snacks
3 people
38
Set up the prize table
2 people
39
Test sound system
2 people
40
Set up the first aid station
2 people
41
Brief volunteers
3 people

Event

42
Register participants
4 people
43
Hand out race numbers
2 people
44
Guide bicycles to storage
2 people
45
Give the race briefing
2 people
46
Guide the setup
4 people
47
Start the race
3 people
48
Staff traffic posts
10 people
49
Record race progress
2 people
50
Register finish-line crossings
3 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Empty trash bins
2 people
54
Receive participants after the finish
3 people
55
Check the result
2 people
56
Present prizes
3 people
57
Open the dinner buffet
3 people
58
Refill the dinner buffet
2 people
59
Provide music
60
Dismantle traffic posts
10 people
61
Guard the finish area
2 people

Aftercare

62
Clean up catering
4 people
63
Wash dishes
3 people
64
Dismantle furniture
4 people
65
Clean the grounds
4 people
66
Dispose of waste
2 people
67
Remove route signs
3 people
68
Return the barriers
3 people
69
Return the bike racks
2 people
70
Return borrowed materials
2 people
71
Hand over the venue
2 people
72
Collect expenses and receipts
73
Register lost and found items
74
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 50
High tablesqty 6
Bicycle racksqty 8
Waste binsqty 8
Prize table

Tableware

Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Coffee cupsqty 50
Pitchersqty 8
Serving traysqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Start and finish arch
Bib numbersqty 80
Bib holdersqty 80
Lap signsqty 5
Stopwatchesqty 4
Clipboardsqty 8
Pensqty 40
High-visibility vestsqty 20
Bike pumpsqty 3
Tool setsqty 2
Spare inner tubesqty 10
Stage elementsqty 3
Cupsqty 6
Winner ribbonsqty 6
Medal holdersqty 6
First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 10
Walkie-talkiesqty 12
Power banksqty 6
Route mapsqty 30
Competition rulesqty 80
Clipboardsqty 8
Measuring tapesqty 2
Flashlightsqty 6

Decorations

Company flagsqty 12
Bannersqty 8
Balloonsqty 100
Tableclothsqty 10
Directional signsqty 20
Sidewalk chalkqty 6

Lighting

String lightsqty 6
Work lightsqty 4
Batteriesqty 40

Cleaning

Trash grabbersqty 4
Bucketsqty 4
Broom setsqty 4
Mop setsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Set the route and venue first. Inspect the course in person, note traffic bottlenecks and assign traffic controllers before confirming the participant briefing and start groups.
Close registration early enough to create the participant list, assign bib numbers and collect dietary requirements. Send the final participant information at least 3–5 days before the race.
Check permits and insurance before ordering barriers, fencing or catering. Requirements vary by route, and a late permit issue can affect the entire event layout.
Give every volunteer a specific position and arrival time. Provide high-visibility vests, clipboards, pens and a short briefing covering crossings, lap signs, emergencies and who can make decisions.
Prepare the start and finish area the day before where possible. Lay out bibs and wristbands, test microphones and stopwatches, check power connections, inspect bicycles and put bike pumps where participants can find them.

Frequently asked questions

How far in advance should I organise a corporate race?: Start planning at least 8–12 weeks ahead. Confirm the date and route first, then allow time for permits, insurance, registrations, volunteer recruitment, catering and equipment reservations.
When should corporate race registration close?: Close registration around 7 days before the race if you need bib numbers, start groups and catering quantities. Keep a short buffer for corrections to names, dietary requirements and participant information.
How many volunteers do I need for a corporate race?: Plan one clearly assigned volunteer for each traffic-control point, start and finish support, registration, timing and aid position. Confirm the exact number after inspecting the route and identifying crossings and bottlenecks.
What should I check the day before a corporate race?: Recheck the route, weather forecast, venue access, equipment and power supply 24 hours before the start. Also confirm catering, barriers, bicycle racks, volunteer arrival times and the layout of bibs, signs and timing materials.

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.