How to organise a downhill competition

A downhill competition needs more than a marked course and a start gate. Begin by securing the venue, permits, insurance and medical cover, then build the rules, categories and race schedule around the course. Registration, timing, judges and volunteers must be arranged early because they affect the whole running order. In the final week, confirm the riders, inspect the route again, check the weather and prepare the briefing, numbers and equipment for race day.

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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 competition venue
2
Apply for permits
2 people
3
Check insurance
4
Inspect the course
3 people
5
Draw up competition rules
2 people
6
Define Categories
2 people
7
Assign starter groups
2 people
8
Reserve timekeeping
9
Assign judges
2 people
10
Reserve first aid
11
Arrange security
12
Recruit volunteers
2 people
13
Send invitations
2 people
14
Open registration
15
Process registrations
2 people
16
Collect dietary requirements
17
Order race numbers
18
Process medical information
2 people
19
Print the route map
2 people
20
Check the weather forecast
21
Check the course again
3 people
22
Finalize the participant list
2 people
23
Print briefing document
24
Do the shopping
3 people
25
Collect materials
4 people
26
Sort bib numbers
2 people
27
Chill drinks
2 people
28
Mark off the course
8 people
29
Place obstacles and markings
6 people
30
Build the start and finish area
6 people
31
Set up the registration desk
2 people
32
Set up jury table
2 people
33
Set up catering point
3 people
34
Test sound system
2 people
35
Test time tracking
3 people
36
Set out first aid supplies
2 people
37
Brief volunteers
3 people
38
Hold the jury briefing
4 people

Event

39
Hold a riders' briefing
4 people
40
Register participants
4 people
41
Hand out race numbers
3 people
42
Check Bicycles and Protective Gear
3 people
43
Clear the course
2 people
44
Announce starting order
2 people
45
Guide the race start
3 people
46
Staff the course checkpoints
12 people
47
Record times
3 people
48
Process safety reports
2 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Inform the audience
2 people
53
Publish interim results
2 people
54
Complete finish registration
3 people
55
Check the result
3 people
56
Handle prize ceremony
4 people
57
Guide the last participants
3 people
58
Close the course
4 people

Aftercare

59
Dismantle materials
6 people
60
Remove the barriers
8 people
61
Collect waste
4 people
62
Clean up catering
3 people
63
Wash dishes
2 people
64
Clean the venue
5 people
65
Sort borrowed items
2 people
66
Return materials
2 people
67
Publish the results
68
Inform participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Beer tablesqty 6
Waste binsqty 8

Sports equipment

Starting gatesqty 2
Finish arch
Course tapeqty 12
Crowd control barriersqty 40
Conesqty 50
Marker flagsqty 30
Directional arrowsqty 25
Track matsqty 12
Bib numbersqty 150
Number bandsqty 150
Stage blocksqty 3
Race ribbonsqty 12
Spare bicyclesqty 2
Bike pumpsqty 4
Tool casesqty 3
Bicycle standsqty 6
Spare inner tubesqty 20
Cable tiesqty 300
Work glovesqty 20

Equipment

Time registration system
Laptopqty 2
Tabletsqty 4
Walkie-talkiesqty 16
Megaphonesqty 3
Speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 10
Batteriesqty 40

Lighting

Work lightsqty 6
String lightsqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 25
Safety helmetsqty 8
Fire extinguishersqty 3

Tableware

Reusable cupsqty 250
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 3
Pitchersqty 6
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Food warmersqty 4

Decorations

Stage drapesqty 3
Buntingqty 10
Sponsor bannersqty 12
Information boardsqty 8

Catering

Groceries

Tips

Start with the course and permissions at least 8–12 weeks ahead. Inspect the full route before publishing registration, and confirm that the venue, insurance, permits and crowd-control plan cover every section spectators can reach.
Set the race structure before opening registration. Define categories, starter groups and rules first; otherwise you may have to rebuild the timetable when registrations arrive or when a category has too few riders.
Book specialist race-day roles early. Timekeeping, judges, first aid, security and volunteers should be assigned before invitations go out, with walkie-talkies or another clear communication method for the start, finish and course marshals.
Close registration with enough time to prepare accurate documents. Finalise the participant list several days before the event, process medical information securely, print bib numbers and prepare a route map and briefing document for every rider.
Treat the last 24 hours as a separate safety check. Review the weather, inspect the course again, confirm barriers, tape, cones, arrows, mats and finish equipment, and keep pumps, tools, spare inner tubes and bicycles available for mechanical problems.

Frequently asked questions

How far in advance should I organise a downhill competition?: Allow at least 8–12 weeks for a small competition, and longer if permits, insurance or a complex venue are involved. Course approval, medical cover, timing and volunteer recruitment usually take longer than expected.
When should registration close for a downhill race?: Close registration 3–7 days before race day so you can finalise categories, starter groups, bib numbers, dietary requirements and the participant briefing. Keep a clear process for handling late changes without disrupting the start list.
How many volunteers do I need for a downhill competition?: Plan at least one trained marshal for each critical course section, plus separate people for registration, the start, the finish, timing and rider support. Add a reserve pool of 10–15% because a single absence can leave a safety post uncovered.
What should I check the day before a downhill competition?: Inspect the entire course again, especially corners, crossings, barriers and landing zones, and check the weather forecast within 24 hours of the start. Confirm the timing system, radios, loudspeakers, bibs, first-aid arrangements and all spare bike equipment before riders arrive.

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