How to organise a junior race from start to finish

Organising a junior race starts with the course and safety arrangements, not the decorations. Confirm the venue, secure the competition permit, draw up a traffic plan and book timing, jury and first-aid staff before opening registration. Once entries are coming in, collect dietary requirements, prepare start lists and send clear participant information. On race day, volunteers need a short briefing, the course needs a final check and every timing, communication and bike-support item must be in place before the first start.

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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
Confirm the competition venue
2 people
2
Apply for competition permit
3
Set out the course temporarily
3 people
4
Draw up traffic plan
2 people
5
Schedule traffic controllers
6
Book jury and timekeeping
7
Arrange first aid staffing
8
Check insurance coverage
9
Publish registration form
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Compile start lists
2 people
14
Send participant information
15
Prepare the volunteers briefing
2 people
16
Check the shopping list
2 people
17
Check competition materials
2 people
18
Set up bike racks
2 people
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Check the course again
3 people
22
Set up traffic measures
6 people
23
Build the start and finish arch
4 people
24
Build party tents
4 people
25
Set up tables and chairs
4 people
26
Set up the registration table
2 people
27
Set up judges' table
2 people
28
Set up catering point
3 people
29
Test sound system
2 people
30
Check power supply
2 people
31
Mark the course
4 people
32
Place corner markers
3 people
33
Lay out bib numbers
2 people
34
Prepare first aid supplies
2 people
35
Brief volunteers
3 people

Event

36
Open registration
3 people
37
Hand out race numbers
2 people
38
Check licenses and details
2 people
39
Guide runners to the start
3 people
40
Instruct the audience along the course
4 people
41
Give the signal
2 people
42
Record match progress
3 people
43
Serve the round platter
44
Secure the course
8 people
45
Stop traffic
8 people
46
Record finish times
3 people
47
Welcome riders
3 people
48
Refill drinks
2 people
49
Serve coffee and tea
2 people
50
Serve sandwiches and fruit
3 people
51
Empty trash bins
2 people
52
Incident reporting
53
Check the result
2 people
54
Set out prizes
2 people
55
Support awards ceremony
4 people
56
Make final announcements
57
Clear the course
4 people

Aftercare

58
Remove traffic materials
6 people
59
Take down the start and finish arch
4 people
60
Take down party tents
4 people
61
Collect furniture
4 people
62
Wash dishes and supplies
3 people
63
Clean the catering area
3 people
64
Clean the course
5 people
65
Collect waste
4 people
66
Hand over the venue
2 people
67
Return borrowed items
2 people
68
Publish the results
69
Thank participants
70
Archive permit documents
71
Process expenses and invoices
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 40
Bicycle racksqty 8
Waste binsqty 8

Equipment

Sound system
Microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Stopwatchesqty 4
Walkie-talkiesqty 10

Sports equipment

Bib numbersqty 120
Race numbersqty 120
Round board
Stage blocksqty 3
Competition callsqty 2
Spare bike pumpsqty 3
Tire leversqty 6
Spare inner tubesqty 12
Bike tool kitsqty 2

Traffic and safety

Crowd barriersqty 40
Traffic conesqty 40
Barrier tapeqty 8
Traffic signsqty 20
Conesqty 30
Safety vestsqty 25
Stop signsqty 12
Flashlightsqty 8

Safety

First aid kitsqty 2
Emergency blanketsqty 12
Disposable glovesqty 2
Hand sanitizerqty 4

Jury and registration

Starting listsqty 20
Result formsqty 20
Clipboardsqty 8
Pensqty 30
Markersqty 10
Printer
Printer paperqty 2
Timing sheetsqty 50

Decorations

Start/finish bannersqty 2
Flagsqty 20
Stage ribbonsqty 3

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4
Serving jugsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Ice packsqty 20
Food containersqty 12

Cleaning

Trash bagsqty 100
Paper towelsqty 12
Cleaning clothsqty 20
All-purpose cleanerqty 4
Dish soapqty 3

Catering

Groceries

Tips

Set the safety framework first. Confirm the venue and permit, then walk the course and mark traffic measures with cones, barriers, signs and safety vests before you publish the registration form.
Book specialist roles early. Jury, timekeeping and first-aid staffing are easy to overlook; confirm them before invitations go out so you know the race can run safely.
Close registration with enough time to prepare. Use the final entries to compile start lists, check dietary requirements and send participant information several days before race day.
Brief volunteers before they take their positions. Explain the course, communication method and escalation procedure, and issue walkie-talkies or other equipment before participants arrive.
Complete the physical setup before the final course check. Build the start and finish arch, tents, tables, bike racks and sound system first, then recheck barriers, signs and access routes while there is still time to correct them.

Frequently asked questions

How far in advance should I organise a junior race?: Start the planning at least 8 to 12 weeks before race day. Allow extra time for the competition permit, venue confirmation, staffing and traffic plan, because these can delay registration if left until the last month.
When should registration close for a junior race?: Close registration 5 to 7 days before the race if possible. That gives you time to process entries, compile start lists, check dietary requirements and send final participant information.
How many first-aid staff do I need for a junior race?: The required number depends on the course, participant count and local rules, so confirm it with the responsible authority or organiser guidelines. Arrange the staffing before race day and include first-aid positions in the volunteer briefing.
When should I set up the course and traffic measures?: Set out the course temporarily in advance and complete the traffic setup on race day before participants arrive. Do a final walk-through immediately after placing cones, barriers, signs and stop points, and keep time for corrections.

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.