How to organise a motorsport competition

Start with the venue, permit and insurance rather than invitations. Once the circuit and match rules are confirmed, book officials, marshals, timekeeping and the PA system before opening registrations. Publish clear audience information, process entries and assign start numbers early enough to issue the final start list. In the final week, check the forecast, inspect the competition area and prepare the circuit, timing, radios and spectator areas in a fixed order.

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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 the insurance certificate
4
Set the match rules
2 people
5
Reserve officials and marshals
6
Reserve timekeeping
7
Make a reservation for PA equipment
8
Invite participants
2 people
9
Publish audience information
10
Process registrations
2 people
11
Collect dietary requirements
12
Assign start numbers
2 people
13
Publish start list
14
Order catering
15
Check the weather forecast
16
Do the shopping
2 people
17
Collect materials
3 people
18
Inspect the competition area
3 people
19
Close off the circuit
4 people
20
Place barriers along the circuit
5 people
21
Mark bends and zones
3 people
22
Set up marshal posts
4 people
23
Mark the start and finish lines
2 people
24
Set up timing
3 people
25
Set up the PA system
3 people
26
Set up a crowd barrier
3 people
27
Set up registration desk
2 people
28
Build the catering point
3 people
29
Chill drinks
2 people
30
Prepare snacks
3 people

Event

31
Open participant registration
3 people
32
Hand out race numbers
2 people
33
Inspect vehicles technically
4 people
34
Hold the riders briefing
3 people
35
Welcome the audience
4 people
36
Host the opening round
5 people
37
Guide the start of the first heat
8 people
38
Record intermediate results
2 people
39
Serve drinks
3 people
40
Serve snacks
3 people
41
Refill drinks
2 people
42
Relieve marshals
3 people
43
Guide the second heat
8 people
44
Guide the third round
8 people
45
Lead the final
8 people
46
Check results
2 people
47
Handle prize ceremony
4 people
48
See the audience out
4 people

Aftercare

49
Release the circuit
3 people
50
Remove barriers and fences
5 people
51
Dismantle timing equipment
3 people
52
Dismantle the PA system
3 people
53
Clear the catering area
3 people
54
Collect waste
4 people
55
Wash dishes
2 people
56
Clean the grounds
4 people
57
Check materials
2 people
58
Return borrowed items
2 people
59
Send results to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Bar stoolsqty 6
Waste binsqty 12
Tableclothsqty 12

Sports equipment

Traffic conesqty 60
Plastic barriersqty 80
Crowd barriersqty 40
Start flagsqty 3
Yellow flagsqty 12
Red flagsqty 4
Finish flagsqty 2
Bib numbersqty 40
Bubble wrap tapesqty 20
First aid kitsqty 3
Fire extinguishersqty 6
Absorbent granulesqty 4
Safety vestsqty 20
Hearing protectionqty 100

Equipment

Handheld radiosqty 12
Spare batteriesqty 24
Mobile timing set
Laptopqty 2
Tabletsqty 4
Printer
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 3

Lighting

Work lightsqty 8
String lightsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6
Serving plattersqty 12
Pliersqty 6
Ice packsqty 24

Decorations

Start and finish signsqty 2
Directional signsqty 20
Information boardsqty 8
Banner flagsqty 12

Cleaning

Broom setsqty 4
Dustpan and brushqty 4
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 24
Litter pickersqty 4
Work glovesqty 12
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Set the venue, permit and insurance deadlines first. Aim to have the competition area confirmed before inviting participants, because the circuit layout and capacity determine how many entries you can accept.
Write the match rules before processing registrations, including start procedure, flag signals, timing method and what happens after a red flag. Share the same version with participants, officials and marshals.
Book timekeeping, officials, marshals and PA equipment as soon as the date is fixed. Arrange handheld radios and spare batteries as well, so marshal posts can communicate without relying on mobile phones.
Close off and mark the circuit before setting up spectator areas. Place barriers, cones, bend and zone markings, marshal posts, and start and finish lines first; then install timing and test every connection.
Do the weather check and final shopping in the last week, not on the morning of the competition. Allow time for tents, tables, waste bins, catering supplies, charging stations, work lights and weather-related changes.

Frequently asked questions

How far in advance should I organise a motorsport competition?: Start at least 12 weeks before the competition. Use the first 2 to 4 weeks for the venue, permit, insurance and rules, then book officials, marshals, timing and PA equipment before opening registrations.
When should motorsport competition registrations close?: Close registrations 7 to 14 days before the event. This leaves time to check entries, collect dietary requirements, assign start numbers and publish the final start list.
What should be set up first at a motorsport competition?: Set up the circuit and safety layout first: barriers, cones, markings and marshal posts. Then mark the start and finish lines, install timing, test radios and connect the PA system before arranging catering and seating.
How many marshals and radios do I need for a motorsport competition?: Plan at least one marshal for every active marshal post and provide one radio for each post plus one spare. Confirm the exact number after the circuit inspection, because bends, zones and access points can require additional coverage.

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.