How to organise a fourcross race

Start with the venue, permit and insurance before opening registration. A fourcross race needs more than a course: you also need inspected barriers, trained officials, first aid, security and reliable timing. Work backwards from race day so the start list, volunteer schedule, bib numbers and equipment are ready before the final course inspection. Confirm power, communications and weather plans early; delays in these areas can affect every race heat.

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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 competition permit
3
Check insurance
4
Carry out course inspection
3 people
5
Draw up competition rules
2 people
6
Record officials
7
Arrange the first aid team
8
Arrange security
9
Reserve timing
10
Reserve barriers and tents
11
Reserve sound and power
12
Send invitations
2 people
13
Publish registration form
14
Approach sponsors
2 people
15
Distribute promotional posters
3 people
16
Process registrations
2 people
17
Collect dietary requirements
18
Publish start list
19
Schedule volunteers
2 people
20
Check the weather forecast
21
Inspect the course again
3 people
22
Gather competition materials
3 people
23
Do the shopping
3 people
24
Sort bib numbers
2 people
25
Charge batteries
2 people
26
Set out the course
8 people
27
Set up the starting gates
4 people
28
Set up safety barriers
6 people
29
Set up tents
6 people
30
Set up tables and chairs
4 people
31
Set up registration desk
2 people
32
Set up the finish area
4 people
33
Set up the speaker system
2 people
34
Connect power supply
2 people
35
Set up timing
3 people
36
Set up the first aid station
2 people
37
Mark the bicycle parking
2 people
38
Check sanitary facilities
2 people
39
Chill drinks
2 people
40
Prepare snacks
3 people
41
Give volunteer briefing
2 people
42
Give the officials briefing
2 people

Event

43
Welcome runners
4 people
44
Register runners
4 people
45
Hand out race numbers
3 people
46
Inspect bicycles
2 people
47
Inform the audience
2 people
48
Guide runners to the starting area
3 people
49
Give opening briefing
2 people
50
Guide qualifying rounds
8 people
51
Carry out timekeeping
3 people
52
Staff the course checkpoints
8 people
53
Serve drinks
3 people
54
Refill drinks
2 people
55
Serve snacks
3 people
56
Guide the audience
3 people
57
Check course safety
4 people
58
Guide the semifinals
8 people
59
Assist with the finals
8 people
60
Check results
3 people
61
Handle prize ceremony
3 people
62
Ensure the audience leaves safely
4 people

Aftercare

63
Collect waste
4 people
64
Clean up catering
3 people
65
Dismantle timing equipment
3 people
66
Dismantle the sound system
2 people
67
Take down barriers and the starting gate
6 people
68
Take down tents
6 people
69
Gather course materials
6 people
70
Clean the venue
5 people
71
Wash dishes
3 people
72
Inventory materials
2 people
73
Return materials
3 people
74
Dispose of waste
2 people
75
Publish results
76
Inform participants
77
Store prize materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Chairsqty 40
Bar stoolsqty 8
Waste binsqty 10

Sports equipment

Starting gate
Course barriersqty 80
Conesqty 40
Barrier tapeqty 12
Barrier tapeqty 20
Bib numbersqty 80
Bib holdersqty 80
Mountain bikesqty 2
Bike pumpsqty 4
Tool setsqty 3
Spare inner tubesqty 20
Bicycle standsqty 6
Competition flagsqty 12
Stage blocksqty 3

Equipment

Timing system
Laptopsqty 2
Tabletsqty 2
Printersqty 2
Walkie-talkiesqty 12
Mobile chargersqty 12
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Generator

Lighting

LED work lightsqty 8
String lightsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12

Kitchen

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Ice packsqty 30

First aid

First aid kitsqty 2
Stretcher
Emergency blanketsqty 10
Vestsqty 20

Decorations

Competition postersqty 20
Route signsqty 20
Stage ribbon
Prizesqty 12

Cleaning

Broom setsqty 3
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4

Catering

Groceries

Tips

Book the venue and apply for the competition permit first, then confirm insurance requirements. Do this before publishing the registration form, because permit conditions may affect the course or rider limit.
Inspect the course twice: once during planning and again close to race day. Check the starting gate, barriers, cones, barrier tape and emergency access, and leave time to correct problems after the second inspection.
Reserve timing, sound, power and communications as one package. Test the timing system, laptops, tablets, printers, speakers, microphones, walkie-talkies, chargers and generator before riders arrive.
Schedule officials, first aid, security and volunteers by post and shift rather than relying on a general availability list. Give each team a clear reporting time and keep spare coverage for registration, the start area and the finish.
Close registration early enough to process details and publish the start list. Sort bib numbers, bib holders and dietary requirements several days before the race, then charge batteries and check pumps, tools and spare inner tubes the day before.

Frequently asked questions

How far in advance should I organise a fourcross race?: Start venue, permit and insurance arrangements at least 8 to 12 weeks before race day. Open registration only after the main safety and operational requirements are confirmed.
When should I inspect a fourcross race course?: Carry out the first inspection during course planning and a final inspection 24 to 48 hours before the race. Repeat the check after heavy rain, construction work or any course change.
How many volunteers are needed for a fourcross race?: The number depends on the course and schedule, but plan separate coverage for registration, the start, finish, course access, paddock support and communications. Publish shifts at least 7 days ahead so gaps can be filled before race day.
When should the fourcross start list be published?: Publish it after registrations, rider details and bib numbers have been checked, ideally 2 to 3 days before the race. This gives riders time to report errors and officials time to prepare the running order.

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.