How to organise a mountain bike race

Organising a mountain bike race starts with the course, the permit and a realistic event schedule. Confirm the venue, inspect and map the route, then set the start and finish locations before opening registration. In the weeks before the race, recruit and brief volunteers, assign start numbers and send clear course instructions. On race day, the biggest risks are unclear markings, missing equipment and too little time for setup, so build in a final course check before riders arrive.

Organize this event for free with Lizzt

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
Check the course
3 people
4
Map out the course route
3 people
5
Determine the start and finish location
2 people
6
Draw up participant rules
7
Publish registration form
8
Send invitations
2 people
9
Promote the competition
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Check participant list
2 people
13
Assign start numbers
2 people
14
Make reservations
15
Recruit volunteers
2 people
16
Assign volunteers
2 people
17
Send the course instructions
18
Check the weather forecast
19
Do the shopping
3 people
20
Collect materials
3 people
21
Prepare the bike parking
3 people
22
Mark off the start and finish area
4 people
23
Set out the course
8 people
24
Mark hazardous obstacles
4 people
25
Place arrows along the course
5 people
26
Set up drink station
3 people
27
Set up the first aid station
2 people
28
Set up registration tables
3 people
29
Build the catering point
4 people
30
Test sound and walkie-talkies
2 people
31
Test timekeeping
3 people
32
Lay out bib numbers
2 people
33
Distribute the medical contact list
34
Brief volunteers
3 people

Event

35
Register participants
5 people
36
Hand out race numbers
3 people
37
Check bikes and helmets
3 people
38
Guide runners to the starting area
3 people
39
Give the riders briefing
2 people
40
Provide the starting signal
2 people
41
Carry out course inspection
6 people
42
Record timing
3 people
43
Register runners at the finish
4 people
44
Staff the drink station
4 people
45
Refill drinks
2 people
46
Staff the first aid station
2 people
47
Incident reporting
48
Guide the audience along the course
4 people
49
Serve coffee and tea
3 people
50
Serve sandwiches and snacks
4 people
51
Replenish catering supplies
2 people
52
Empty trash bins
2 people
53
Publish interim results
2 people
54
Direct finishers to the recovery area
2 people
55
Check the final results
3 people
56
Prepare awards ceremony
3 people
57
Handle prize ceremony
4 people
58
Take finish photos
2 people
59
Inform participants of the results
2 people
60
Serve the final drinks
2 people

Aftercare

61
Remove course materials
8 people
62
Remove barriers
4 people
63
Clean up catering
4 people
64
Wash dishes
3 people
65
Clean the venue
5 people
66
Dispose of waste
3 people
67
Secure timekeeping equipment
2 people
68
Collect lost and found items
2 people
69
Inventory materials
2 people
70
Return borrowed materials
3 people
71
Publish results online
72
Send participants' photos
73
Submit permit report

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 40
Folding benchesqty 6
Waste binsqty 8
Bicycle racksqty 20
Crowd barriersqty 40

Sports equipment

Course signsqty 40
Arrowsqty 35
Traffic conesqty 80
Barrier tapeqty 10
Bib numbersqty 250
Race bib strapsqty 250
Spare bib numbersqty 30
Medal ribbonsqty 250
Medal holdersqty 250
Drink cups for postqty 600
Mountain bike maintenance standsqty 2
Bike pumpsqty 4
Bike tool kitsqty 3
Spare inner tubesqty 20
Bike tire leversqty 6
Cable tiesqty 300
Finish arch
Start flagsqty 4
Stage elementsqty 3

Equipment

Walkie-talkiesqty 12
Megaphonesqty 2
Stopwatchesqty 6
Digital clocksqty 4
Laptopsqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Battery chargersqty 6
Camerasqty 2

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 30
Flashlightsqty 10

Tableware

Reusable cupsqty 250
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving bowlsqty 8

Lighting

Work lightsqty 6
String lightsqty 4

Decorations

Competition bannersqty 6
Tableclothsqty 12

Cleaning

Waste binsqty 4
Hand broomsqty 4
Litter pickersqty 4

Catering

Groceries

Tips

Secure the venue and competition permit before publishing registration. Allow at least 6–8 weeks for approvals, especially if the route crosses public roads or shared paths.
Walk or ride the full course before finalising it, then mark hazardous obstacles and place arrows at every junction. Check the markings again on race morning because signs and tape can be moved or removed.
Give every volunteer a specific location and task, with a walkie-talkie or clear escalation plan where needed. Send the course instructions at least 7 days before the race so marshals can prepare for their sections.
Close registration early enough to check the participant list, collect dietary requirements and prepare bib numbers. Keep spare bib numbers and straps available for late changes or damaged items.
Plan the finish area for both riders and bikes: provide water, a bike parking area, maintenance stands, pumps and basic tools. Set out barriers, clocks and timing equipment before the first start, then complete a weather check on the final day.

Frequently asked questions

How far in advance should I organise a mountain bike race?: Start planning at least 8–12 weeks ahead. Apply for the competition permit and confirm the venue first, then allow time for route checks, registration, volunteer recruitment and equipment collection.
When should I mark the mountain bike race course?: Set out the main course markings on the day before the race when possible. Walk or ride the full route again 2–3 hours before the first start to replace missing arrows, check hazardous obstacles and confirm the start and finish areas.
How many volunteers do I need for a mountain bike race?: Plan at least one volunteer for every key junction or hazard, plus separate people for registration, the start, the finish and rider support. For a small course, create the final allocation 2–3 weeks before race day and keep 2–3 reserve volunteers available.
What equipment is needed at a mountain bike race finish?: Prepare bib numbers, timing equipment, a finish arch or clear finish marker, barriers, drinking cups and waste bins. Add bike parking, maintenance stands, pumps, tire levers and spare inner tubes, and have everything in the finish area at least 2 hours before the first rider arrives.

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.