How to organise a pursuit race

A pursuit race needs more than a start line and a stopwatch. Set the race format first, then secure the venue, permissions and insurance before opening registration. The course, staggered start times, officials and medical support must be agreed early enough to brief volunteers properly. In the final week, publish the start list, check every bicycle and timing device, and prepare a weather backup so small problems do not delay the first riders.

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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 competition format
2 people
2
Reserve competition venue
3
Apply for competition permit
4
Check insurance
5
Determine course and starting positions
3 people
6
Prepare safety plan
2 people
7
Record officials and jury
8
Arrange medical support
9
Recruit volunteers
2 people
10
Send invitations
2 people
11
Open registration form
12
Process registrations
2 people
13
Collect dietary requirements
14
Check the entry fees
15
Publish start list
16
Create volunteer schedule
2 people
17
Check the weather forecast
18
Do the shopping
2 people
19
Collect materials
3 people
20
Print numbers and documents
21
Check bicycles and equipment
2 people
22
Chill drinks
2 people
23
Open venue
2 people
24
Test power and lighting
2 people
25
Set up tables and chairs
4 people
26
Set up the tent and reception desk
4 people
27
Mark off the course
6 people
28
Mark the start and finish areas
3 people
29
Install timing equipment
3 people
30
Test sound system
2 people
31
Set up the registration table
2 people
32
Set up catering
3 people
33
Give volunteers a briefing
34
Conduct a safety check
4 people

Event

35
Receive participants
4 people
36
Hand out race numbers
2 people
37
Set up bikes
2 people
38
Give the riders briefing
2 people
39
Host the opening round
4 people
40
Guide competition rounds
8 people
41
Record times
3 people
42
Announce the heats
43
Refill drinks
2 people
44
Serve snacks
3 people
45
Inform spectators and riders
2 people
46
Publish interim results
2 people
47
Announce finalists
2 people
48
Lead the final
6 people
49
Check the result
3 people
50
Present prizes
3 people
51
Give a thank-you speech
52
Ensure the audience leaves safely
4 people

Aftercare

53
Remove course materials
6 people
54
Clear tables and chairs
4 people
55
Wash dishes
3 people
56
Collect waste
3 people
57
Clean the venue
4 people
58
Inventory materials
2 people
59
Return borrowed items
2 people
60
Send results and photos
61
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
Waste binsqty 6
Clothes racksqty 2

Sports equipment

Traffic conesqty 40
Crowd barriersqty 20
Barrier tapeqty 6
Bib numbersqty 120
Bib holdersqty 120
Spare bicyclesqty 2
Bike pumpsqty 4
Tool setsqty 2
Spare inner tubesqty 12
Bicycle standsqty 4

Equipment

Electronic timekeeping
Stopwatchesqty 4
Laptop
Printer
Walkie-talkiesqty 8
Megaphoneqty 2
Sound system
Extension cordsqty 6
Power stripsqty 4

Lighting

Work lightsqty 6
Light Stripsqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Kitchen

Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Serving plattersqty 12
Serving tongsqty 8
Coffee machinesqty 2
Kettlesqty 2
Towelsqty 12

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Toilet brushesqty 2

Safety

First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12

Decorations

Competition flagsqty 12
Directional arrowsqty 20
Information boardsqty 8

Catering

Groceries

Tips

Fix the format before inviting anyone. Write down the distance, number of riders, start interval and finish rules; a 10-second gap between riders creates a very different schedule from a 30-second gap.
Reserve the venue and confirm permissions at least 6–8 weeks ahead. Check whether the course crosses roads or shared paths, because barriers, cones and traffic control may need approval.
Build the safety plan around the actual course. Assign medical support, course marshals and radio contacts, then walk or ride the route once before race day to identify blind corners and recovery points.
Close registration early enough to produce a usable start list. Allow at least 3 days to check entry fees, dietary requirements and missing emergency contacts before printing bib numbers and documents.
Run a full equipment check the day before. Test electronic timing, stopwatches, the laptop, printer, radios and power connections; bring pumps, tools and spare inner tubes where riders can reach them quickly.

Frequently asked questions

How far in advance should I organise a pursuit race?: Start planning at least 8 weeks before race day. Use the first 2 weeks for the format, venue and permissions, and leave the final 7 days for the start list, equipment checks and volunteer briefing.
How do you set staggered start times for a pursuit race?: Choose one fixed interval, such as 10, 20 or 30 seconds, and apply it consistently to the start list. For 40 riders with a 20-second gap, the final rider starts 13 minutes after the first, before allowing for call-up and late changes.
How many volunteers are needed for a pursuit race?: Plan for at least 1 start official, 1 finish official, 1 timing operator and 1 marshal for each major course crossing or blind section. Add a reserve volunteer for every 8–10 active volunteers so breaks and no-shows do not leave a position uncovered.
When should the start list be published?: Publish the start list 2–3 days before the race, after checking payments and rider details. Send a final version on the evening before the event if weather or course conditions could change the start order.

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