How to organise a criterion event

A criterion needs more than a marked-out course and a finish line. Start with the route, permissions and safety plan, then build the event around registration, volunteers and timed race operations. Work backwards from race day so printing, equipment checks and participant communications are finished before setup begins. This plan covers the practical sequence, including traffic control, medical support, course checks, catering and the start and finish area.

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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
Apply for a permit
2
Record the course
2 people
3
Develop the traffic plan
2 people
4
Arrange medical support
5
Reserve start and finish location
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Open registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm participants
12
Print the starting lists
13
Sort bib numbers
2 people
14
Check the course
3 people
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Load route barriers
3 people
18
Build the start and finish arch
4 people
19
Set up crowd-control barriers
6 people
20
Set up traffic signs
4 people
21
Set up the registration desk
2 people
22
Set up catering point
3 people
23
Connect the sound system
2 people
24
Test the lighting
2 people
25
Brief volunteers
2 people

Event

26
Register participants
3 people
27
Hand out race numbers
2 people
28
Guide runners to the start
2 people
29
Host the opening round
8 people
30
Supervise the competition
10 people
31
Refill drinks
2 people
32
Serve snacks
2 people
33
Inform the audience
2 people
34
Record interim results
2 people
35
Record the finish
3 people
36
Carry out award ceremony
3 people
37
Ensure the audience leaves safely
4 people

Aftercare

38
Remove the course barriers
6 people
39
Dismantle the sound system
2 people
40
Clear the catering area
3 people
41
Collect waste
4 people
42
Wash dishes
2 people
43
Clean the venue
4 people
44
Inventory materials
2 people
45
Return borrowed materials
2 people
46
Publish results
47
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Registration desk
Waste binsqty 6

Sports equipment

Crowd barriersqty 80
Traffic conesqty 40
Bib numbersqty 120
Bib holdersqty 120
Round signsqty 3
Finish ribbon
Bike pumpsqty 2
Spare inner tubesqty 12

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 12
Stopwatchesqty 4
Clipboardsqty 8

Lighting

LED work lightsqty 6
String lightsqty 4

Decorations

Banner flagsqty 12
Sponsor bannersqty 8
Directional signsqty 12

Tableware

Reusable cupsqty 250
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Serving plattersqty 12
Thermos flasksqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Glovesqty 12

Catering

Groceries

Tips

Begin with the course and permissions before opening registration. Record the route, develop the traffic plan and reserve the start and finish location early; changes later can affect signs, barriers, volunteers and medical cover.
Set a clear registration deadline and leave time to process entries. Collect dietary requirements with registrations, confirm participants before race week, then print starting lists and sort bib numbers at least one day before setup.
Assign volunteers to specific posts rather than giving a general briefing. Include registration, course marshals, barriers, traffic signs, catering and finish-line duties, and use walkie-talkies where posts cannot see one another.
Treat the start and finish area as a separate build. Put up the arch, registration desk, crowd barriers and directional signs first; then connect the sound system, test lighting and place the finish ribbon before participants arrive.
Prepare for minor bike and equipment problems at the course edge. Keep bike pumps and spare inner tubes available, check stopwatches and radios, and load route barriers and traffic equipment so they can be deployed without searching on race morning.

Frequently asked questions

How far in advance should I organise a criterion event?: Start the route, permit and traffic planning several weeks before the event, because these decisions affect medical support, barriers and volunteers. Set the registration closing date early enough to process entries and print bib numbers and starting lists at least one day before setup.
What should I do first when organising a criterion?: Record and check the course first, then develop the traffic plan and reserve the start and finish location. Only after those basics are workable should you open registration and recruit volunteers for defined posts.
When should volunteers be briefed for a criterion event?: Brief volunteers on the day before the event or at least 60 minutes before their posts open. Give each person a location, task, contact method and escalation procedure, especially for traffic points and medical incidents.
How do I prepare the criterion start and finish area?: Allow several hours for setup, depending on the site. Build the start and finish arch, install barriers and signs, set up registration and catering, then test the sound system and lighting before the first participants arrive.

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.