How to organise a points race

A points race needs more than a course and a starting time. Set the date, course, distances and scoring rules first, then open registration and build the start list around the information you collect. In the final week, confirm judges and volunteers, print race documents, inspect the track and test every timing and communication device. This order prevents the most common problems: unclear scoring, missing dietary information, unmarked hazards and a registration desk that is not ready when participants arrive.

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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 date and course
2 people
2
Make reservations
3
Draw up competition rules
2 people
4
Set race distances
2 people
5
Send invitations
2 people
6
Publish registration form
7
Process registrations
2 people
8
Update participant lists
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Confirm judges
12
Assign start numbers
2 people
13
Print the starting lists
14
Print the round schedule
15
Prepare jury forms
2 people
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Check materials
3 people
19
Charge batteries
20
Fill coolers
2 people
21
Set up the starter packs
3 people
22
Inspect the track
3 people
23
Mark off risk areas
3 people
24
Set up tables and chairs
4 people
25
Set up registration desk
2 people
26
Set up judges' table
2 people
27
Set up the sound system
2 people
28
Secure power outlets
2 people
29
Chill drinks
2 people
30
Prepare coffee and tea
2 people
31
Set out snacks
3 people
32
Brief volunteers
2 people

Event

33
Receive participants
3 people
34
Hand out race numbers
2 people
35
Check licenses and details
2 people
36
Check bikes and helmets
2 people
37
Guide runners to the starting area
2 people
38
Give the opening briefing
39
Record split times
3 people
40
Record points per round
3 people
41
Guide runners safely
4 people
42
Inform the audience
43
Refill drinks
2 people
44
Serve snacks
2 people
45
Refill coffee and tea
46
Empty trash bins
2 people
47
Check the final standings
3 people
48
Announce the results
49
Present prizes
2 people
50
Open up a clear lane
3 people
51
Support the evening program
3 people
52
Announce the final round
53
Check out participants
2 people
54
Secure competition records
2 people

Aftercare

55
Take down materials
4 people
56
Leave the course clean
4 people
57
Wash dishes
2 people
58
Sort and remove waste
2 people
59
Empty coolers
2 people
60
Return rented items
2 people
61
Publish results online
62
Inform participants
63
Return venue keys

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Party tentsqty 3
High tablesqty 6
Changing room screensqty 4

Sports equipment

Conesqty 30
Crowd control barriersqty 20
Barrier tapeqty 4
Race number vestsqty 80
Spare bicyclesqty 2
Bike pumpsqty 3
Spare inner tubesqty 12
Tire leversqty 6
Bike multi-toolsqty 4

Equipment

Laptopqty 2
Tabletsqty 3
Stopwatchesqty 5
Walkie-talkiesqty 8
Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
AA batteriesqty 24
AAA batteriesqty 24

Lighting

LED work lightsqty 6
String lightsqty 4

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving traysqty 6
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2

Decorations

Competition flagsqty 12
Directional signsqty 8
Whiteboardsqty 3
Clipboardsqty 10
Markersqty 24
Pensqty 40
Tapeqty 6
Duct tapeqty 6
Ropeqty 2

Catering

Groceries

Tips

Write the scoring rules before sending invitations, including how points are awarded, how ties are settled and what happens if a rider withdraws. Publish the same version with the registration form so participants do not rely on verbal explanations.
Set registration and document deadlines separately. Close entries early enough to update participant lists, assign start numbers and print starting lists and the round schedule at least one day before the race.
Assign volunteers to specific posts rather than simply asking for general help. You need clear responsibility for registration, course control, judging, communication and refreshments, with judges confirmed before the schedule is printed.
Inspect the full track before race day and mark every risk area with cones, barriers or barrier tape. Check the route again on the morning of the race, because temporary obstacles, parked vehicles or wet surfaces can change the safe layout.
Prepare the operational kit as a separate check. Charge tablets, stopwatches, walkie-talkies and power banks, pack spare batteries and bike-repair supplies, and set up the registration desk, tables, chairs and starter packs before participants arrive.

Frequently asked questions

How far in advance should I organise a points race?: Start at least 6 weeks before race day so you have time to reserve the course, set distances and rules, open registration and recruit volunteers. Complete the final equipment and safety check during the last 24 hours.
When should registration close for a points race?: Close registration no later than 3 to 5 days before the event. That gives you time to process entries, collect dietary requirements, assign start numbers and print accurate starting lists.
How many volunteers do I need for a points race?: Plan at least one person for registration, one judge per judging point, one course marshal for each risk area and one overall coordinator. Add a dedicated results or timing operator if scoring is not handled by the coordinator.
What should I check on the morning of a points race?: Allow 2 to 3 hours before the first start to inspect the track, refresh signs and barriers, test stopwatches and radios, set up the registration desk and distribute starter packs. Keep spare bicycles, pumps, inner tubes and tools accessible throughout the race.

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