How to organise a keirin race from start to finish

A keirin race needs more than riders and a track. Start by securing a suitable competition venue, checking insurance and permits, then appoint the jury, timekeepers and motor pacers before opening registration. The race format, safety plan and participant rules must be clear well before race day. In the final week, confirm riders, inspect the grounds, check every bicycle and prepare the course, officials’ area, barriers and public information.

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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
Record motor pacers
5
Book jury and timekeeping
6
Draw up participant rules
2 people
7
Publish registration form
8
Send invitations
2 people
9
Publish audience information
10
Process registrations
2 people
11
Collect dietary requirements
12
Compile start list
2 people
13
Confirm participants
14
Check reservations
15
Print the competition schedule
2 people
16
Assign volunteers
2 people
17
Check the shopping list
18
Do the shopping
2 people
19
Check bikes technically
3 people
20
Brief motor pacers
3 people
21
Prepare jury briefing
2 people
22
Print route and safety plan
23
Bring materials to the venue
4 people
24
Inspect the grounds
3 people
25
Set out the course
6 people
26
Set up safety barriers
6 people
27
Mark the start and finish areas
3 people
28
Set up bleachers and chairs
6 people
29
Set up registration desk
2 people
30
Set up judges' table
2 people
31
Test sound and microphones
2 people
32
Test timekeeping
3 people
33
Lay out bib numbers
2 people
34
Set up catering point
3 people
35
Chill drinks
2 people
36
Prepare snacks
3 people

Event

37
Register participants
4 people
38
Hand out race numbers
2 people
39
Send bikes for inspection
3 people
40
Welcome the audience
4 people
41
Give the opening briefing
2 people
42
Announce safety rules
43
Support training rides
5 people
44
Announce the starting order
45
Guide runners to the start
3 people
46
Supervise keirin heats
8 people
47
Record intermediate results
2 people
48
Serve drinks
4 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Keep checking the course
3 people
52
Announce finalists
53
Have finalists warm up
3 people
54
Lead the final
8 people
55
Check the result
3 people
56
Handle prize ceremony
3 people
57
See the audience out
4 people
58
Collect lost and found items
2 people
59
Publish match results

Aftercare

60
Close catering
3 people
61
Collect waste
4 people
62
Wash dishes
3 people
63
Dismantle the course
6 people
64
Clear away fences and chairs
6 people
65
Turn off the sound
2 people
66
Clean the venue
5 people
67
Reload materials
4 people
68
Return materials
2 people
69
Check bikes again
2 people
70
Archive results
71
Email results to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Chairsqty 180
Judges' tableqty 2
High tablesqty 8
Waste binsqty 12

Sports equipment

Lane barriersqty 40
Crowd barriersqty 60
Conesqty 30
Course tapeqty 8
Bib numbersqty 40
Race numbersqty 40
Cycling helmetsqty 40
Keirin track markings
Motor-paced bike
Spare road bikesqty 2
Bike pumpsqty 4
Bicycle standsqty 12
Tool casesqty 2
Spare inner tubesqty 20
Spare bicycle chainsqty 4
Bottle holdersqty 20
Stop signsqty 6
Warning flagsqty 8
Reflective vestsqty 20
Rain coversqty 20
First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 12
Neck bracesqty 2
Athletic tapeqty 8
Cable tiesqty 200
Gaffer tapeqty 8
Measuring tapesqty 3
Spirit levelsqty 2

Equipment

Sound system
Microphonesqty 3
Microphone standsqty 2
Speakersqty 4
Extension cordsqty 8
Power stripsqty 6
Laptopqty 2
Tabletsqty 3
Walkie-talkiesqty 12
Digital stopwatchqty 4
Printer
Power banksqty 8
Cable reelsqty 4
Laptop chargersqty 4
Label printer

Lighting

Work lightsqty 6
String lightsqty 6
Battery lanternsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Pouring jugsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Ice packsqty 30

Decorations

Competition bannersqty 8
Start and finish bannersqty 2
Directional signsqty 12
Stage sign
Tableclothsqty 10
Participant signsqty 40
Directional signsqty 20
Wristbandsqty 250
Medal holdersqty 3
Winner's cupsqty 3
Medalsqty 3
Certificatesqty 10

Catering

Groceries

Cleaning

Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Waste binsqty 8

Tips

Secure the venue, competition permit and insurance before publishing registration. Allow at least 6–8 weeks for approvals, especially if the venue needs a formal safety or traffic review.
Appoint the jury, timekeepers and motor pacers before confirming the race programme. Give pacers a written briefing and include their motor-paced bike in the technical check.
Close registration early enough to compile the start list and print the schedule. A practical deadline is 7 days before the race, leaving time to confirm participants and collect dietary requirements.
Treat the course inspection as a separate job, not a quick setup check. Mark the keirin track, place lane and crowd barriers, and keep spare cones, tape, tools, inner tubes and chains ready before riders arrive.
Prepare the officials’ and announcer areas before the first briefing. Test the laptop, tablets, microphones, speakers, extension cords and power strips, then keep the printed route and safety plan available at the venue.

Frequently asked questions

How long does it take to organise a keirin race?: Allow 6–8 weeks for a small event and longer if permits, insurance or venue approval are still pending. Open registration only after the venue and safety requirements are confirmed.
When should keirin race registration close?: Close registration about 7 days before race day. This gives you time to process entries, confirm participants, compile the start list and print the competition schedule.
What should be checked on keirin bikes before the race?: Inspect every bike before the rider briefing, including brakes, tyres, wheels, chain and track-specific equipment. Keep pumps, tool cases, spare inner tubes, spare chains and at least one spare road bike available.
How early should the keirin venue be set up?: Bring materials to the venue and inspect the grounds several hours before the first race. Set out the course, barriers, markings, judges’ table, sound system and rider areas before officials and participants arrive.

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