How to organise a gravel race from route to finish line

Organising a gravel race starts with the route, not the start arch. Set the competition format, confirm access and permits, then build the registration and safety plan around the course. In the final weeks, communicate the route clearly, assign volunteers to every traffic point and check the course again after the forecast is known. This approach helps prevent late problems with timing, signage, rider support and bike repairs.

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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
Set competition format
2 people
2
Develop the gravel route
3 people
3
Apply for route permits
2 people
4
Reserve starting location
5
Arrange timekeeping
2 people
6
Check insurance
7
Draw up competition rules
2 people
8
Publish registration form
9
Send invitations
2 people
10
Recruit volunteers
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Publish route map
15
Send participant information
2 people
16
Design race numbers
17
Carry out route reconnaissance
3 people
18
Determine traffic points
2 people
19
Create a medical contact list
20
Check the weather forecast
21
Check the route again
2 people
22
Do the shopping
3 people
23
Sort bib numbers
2 people
24
Prepare route signs
2 people
25
Check bikes and tools
2 people
26
Fill coolers
2 people
27
Prepare catering
4 people
28
Prepare the volunteer briefing
29
Cordon off the area
4 people
30
Set up tents
4 people
31
Set up tables
3 people
32
Set up the start and finish arch
4 people
33
Set up route arrows
4 people
34
Place warning signs
3 people
35
Staff traffic posts
6 people
36
Install time tracking
2 people
37
Connect the sound system
2 people
38
Test power supply
2 people
39
Prepare first aid supplies
2 people
40
Set up registration tables
3 people
41
Prepare coffee and tea
2 people
42
Set out sandwiches and fruit
3 people
43
Give volunteer briefing
2 people

Event

44
Register participants
4 people
45
Hand out race numbers
3 people
46
Carry out bike checks
2 people
47
Receive participants
3 people
48
Serve drinks
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Give the start briefing
2 people
52
Guide the start
4 people
53
Staff route checkpoints
8 people
54
Record lap and split times
2 people
55
Provide roadside assistance along the route
2 people
56
Provide first aid
2 people
57
Guide the finish
4 people
58
Register finishers
2 people
59
Serve the meal
4 people
60
Check the result
2 people
61
Handle prize ceremony
3 people
62
Receive the last participants
3 people
63
Collect lost property

Aftercare

64
Collect route arrows
4 people
65
Remove traffic signs
3 people
66
Close time tracking
2 people
67
Collect waste
4 people
68
Wash dishes
3 people
69
Clear tables and chairs
4 people
70
Take down tents
4 people
71
Clean the grounds
4 people
72
Move materials to storage
3 people
73
Return rented materials
2 people
74
Inspect route litter
3 people
75
Publish the results
76
Send participants' photos
77
Process expense claims
2 people
78
Cancel permits

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Beer tablesqty 6
Start arch
Crowd control barriersqty 20
Crowd barriersqty 12
Clothes racksqty 2
Stage sectionsqty 4
Storage cratesqty 12

Sports equipment

Route arrowsqty 80
Directional signsqty 30
Bib numbersqty 150
Race numbersqty 150
Barrier tapeqty 12
Traffic conesqty 30
Spare bike pumpsqty 4
Tire leversqty 8
Inner tubesqty 20
Bike tool kitsqty 4
Bike paddock matsqty 4
Water bottle cratesqty 8
Medal ribbonsqty 10
Medalsqty 10
Trophiesqty 3

Equipment

Time registration system
Laptopsqty 2
Tabletsqty 4
Walkie-talkiesqty 10
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Charging stationsqty 2
Handheld megaphonesqty 3

Safety

First aid kitsqty 3
AED
Safety vestsqty 20
Work glovesqty 12
Flashlightsqty 8
Emergency blanketsqty 15
Stretcher
Fire extinguishersqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Battery lanternsqty 6

Tableware

Reusable drinking cupsqty 180
Reusable platesqty 150
Reusable bowlsqty 100
Cutlery setsqty 180
Coffee cupsqty 100
Serving spoonsqty 8
Small bowlsqty 12
Serving traysqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Chef's knifeqty 4
Food warmersqty 6
Ice packsqty 30

Decorations

Event bannerqty 2
Arrow bannersqty 6
Stage backdrop

Cleaning

Waste binsqty 12
Broom setsqty 4
Floor squeegeesqty 2
Hand broomsqty 4

Groceries

Groceries

Tips

Fix the race format and route before opening registration. Allow enough time for permits, insurance and approval of the starting location, because these can hold up every later decision.
Reconnoitre the route at least twice: once while planning it and again shortly before race day. Record traffic points, missing signs, difficult surfaces and places where volunteers or medical contacts may be needed.
Send participant information before race week, including the route map, competition rules, start procedure and practical arrival details. Ask for dietary requirements during registration rather than trying to collect them at the venue.
Give every volunteer a named position and a communication method. Use walkie-talkies for key points, and provide a clear contact list so an incident is not passed between several people before reaching the right person.
Prepare the start and finish area in a fixed sequence: mark the course, position barriers and signs, set up timing, then check bib numbers, rider information and bike tools. Keep pumps, tyre levers, inner tubes and tool kits together where riders and staff can find them quickly.

Frequently asked questions

How far in advance should I organise a gravel race?: Start the planning at least 6 months before race day. Use the first months for the route, permits, insurance, venue and competition format; open registration only once those fundamentals are secure.
When should I publish the gravel race route?: Publish the confirmed route map several weeks before the race, then send a final update after the last route check. Avoid promising an unchanged course if weather or access conditions can still require a diversion.
How many volunteers do I need for a gravel race?: The number depends on the course, but assign at least one named volunteer to every traffic point and staffed area, plus a small reserve team. Finalise assignments at least 1 week before the event so everyone knows their location and contact route.
What should I check the day before a gravel race?: Check the weather, ride or inspect the route again, confirm signs and barriers, test the timing system and charge communication devices. Also sort bib numbers, prepare rider information and place bike pumps, tyre levers and spare tubes where they can be reached quickly.

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.