How to organise a drone race from start to finish

A drone race needs more than gates and fast pilots. Start by securing a suitable venue, checking permits and insurance, then define the competition format before designing the course. Safety zones, nets, barriers and clear participant instructions should be settled before you invite pilots or spectators. In the final week, test timing software, chargers, power supplies and the sound system, then use the weather forecast to confirm the race-day setup.

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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
Check permits
3
Check insurance
4
Set competition format
2 people
5
Prepare safety plan
2 people
6
Create course design
2 people
7
Mark flying zones
2 people
8
Invite participants
2 people
9
Send audience invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Compile start list
2 people
13
Assign volunteers
2 people
14
Prepare announcement text
15
Print the competition rules
16
Send participant information
17
Test battery chargers
2 people
18
Test timing software
2 people
19
Test sound system
2 people
20
Check the weather forecast
21
Do the shopping
2 people
22
Collect materials
3 people
23
Charge drones and batteries
2 people
24
Open venue
2 people
25
Connect power supply
3 people
26
Set up tents
4 people
27
Set up tables and chairs
4 people
28
Set out the course
4 people
29
Install safety nets
4 people
30
Set up audience barriers
3 people
31
Set up the start and finish line
2 people
32
Set up the paddock
3 people
33
Set up pilot registration
2 people
34
Install timing equipment
3 people
35
Check frequencies
2 people
36
Set up sound system
2 people
37
Set up catering
3 people
38
Put up signs and signage
2 people
39
Inspect drones technically
3 people
40
Brief the briefing team
2 people

Event

41
Open registration
3 people
42
Give the pilot briefing
2 people
43
Welcome the audience
3 people
44
Supervise the open training
4 people
45
Explain the competition rules
46
Guide qualifying rounds
6 people
47
Publish interim results
2 people
48
Refill drinks
2 people
49
Serve snacks
3 people
50
Charge batteries safely
2 people
51
Check the course midway
3 people
52
Announce finalists
53
Support the final rounds
6 people
54
Answer audience questions
2 people
55
Announce the finale live
56
Check the winners
2 people
57
Present prizes
2 people
58
See the audience out
3 people
59
Check the lighting
2 people
60
Switch off drones
3 people
61
Close catering
2 people

Aftercare

62
Dismantle the course
4 people
63
Remove safety nets
4 people
64
Switch off equipment
3 people
65
Collect waste
4 people
66
Wash dishes
3 people
67
Take down tents
4 people
68
Put furniture back
4 people
69
Clean the venue
4 people
70
Inventory materials
2 people
71
Dry and store equipment
2 people
72
Return rented materials
2 people
73
Publish results online
74
Thank participants
75
Share photos and videos

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 50
Bar stoolsqty 6
Paddock tablesqty 10
Waste binsqty 8

Sports equipment

Race gatesqty 12
Marker conesqty 30
Start arch
Finish arch
Safety netsqty 180
Net attachmentsqty 40
Crowd control barriersqty 30
Ribbonsqty 8
Bib numbersqty 40
Spare propellersqty 40
Spare framesqty 8
Screwdriver setsqty 6
Allen key setsqty 6
Repair matsqty 6
Safety gogglesqty 12
Work glovesqty 12
Fire extinguishersqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6

Equipment

Timing gatesqty 4
Timing computersqty 2
Laptopsqty 2
Tabletsqty 3
Wi-Fi router
Battery chargersqty 12
Charging casesqty 4
Power stripsqty 12
Extension cordsqty 10
Cable reelsqty 4
Battery packsqty 6
Walkie-talkiesqty 10
Megaphonesqty 2
Laptop speakersqty 2
Microphoneqty 2
Projection screen
Projector

Lighting

LED work lightsqty 8
String lightsqty 6
Spare batteriesqty 40

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Pitcherqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 4
Serving tongsqty 6
Serving plattersqty 10
Cutting boardsqty 3
Knivesqty 6
Kettlesqty 2

Decorations

Competition flagsqty 12
Stage signsqty 3
Information boardsqty 8
Directional signsqty 10

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 4

Catering

Groceries

Tips

Choose the venue before publishing the event. Allow enough room for the flight course, safety nets, spectator barriers, pilot work areas and tables for charging and repairs.
Set the race format early and include it in the participant information. Pilots need to know the heats, start procedure, rules and registration deadline before the start list is compiled.
Build safety into the course design rather than adding it at the end. Mark flying zones with cones or ribbons, separate spectators with barriers and check every net attachment before opening the venue.
Test the technical setup at least one day before the race. Run timing gates and timing computers together, check the Wi-Fi router, and test every charger, charging case, power strip and sound-system connection.
Plan for repairs and delays during the event. Put spare propellers, frames, screwdriver and Allen key sets on repair mats, and assign volunteers to registration, the start area, safety monitoring and announcements.

Frequently asked questions

How far in advance should I organise a drone race?: Start venue, permit and insurance checks at least 8 to 12 weeks before the race. Open participant registration only after the format, safety plan and course layout are clear.
What should be tested before a drone race?: Test the timing gates, timing software, computers, tablets, Wi-Fi router, chargers and sound system at least 24 hours beforehand. Also check that all batteries can be charged safely from the available power supply.
How many volunteers do I need for a drone race?: Plan for at least 1 volunteer for registration, 1 for announcements and timing support, and 1 safety marshal for each active flight area. Add more people if pilots, spectators and repairs use separate zones.
When should I check the weather for an outdoor drone race?: Check the forecast 7 days before the event for major risks, then check again 48 hours and 3 hours before opening. Use the final check to confirm tents, barriers, equipment protection and any weather-related changes.

Start this plan in Lizzt

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