How to organise a pursuit race from route to finish

A pursuit race needs more than a start time and a marked course. You need a confirmed route, permission for any traffic measures, staggered start groups and clear information for every participant. Start by fixing the date and course, then work through registrations, staffing and equipment in that order. Most problems appear when route signs, volunteer positions, timing equipment or participant details are left until the final week.

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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
Record date and route
2 people
2
Check permits and notifications
3
Reserve start and finish location
4
Inspect route
2 people
5
Develop route map
2 people
6
Apply for traffic measures
7
Publish registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign starter groups
2 people
12
Assign start numbers
2 people
13
Send participant information
14
Assign volunteers
2 people
15
Plan traffic posts
2 people
16
Confirm reservations
17
Check the shopping list
18
Do the shopping
2 people
19
Sort bib numbers
2 people
20
Prepare route signs
2 people
21
Gather materials
3 people
22
Fill coolers
2 people
23
Clear the venue
3 people
24
Build party tents
4 people
25
Set up tables and chairs
3 people
26
Set up registration desk
2 people
27
Lay out bib numbers
2 people
28
Build the finish arch
3 people
29
Mark route
6 people
30
Staff traffic posts
8 people
31
Set up water stations
3 people
32
Set up the first aid station
2 people
33
Set up the sound system
2 people
34
Test the lighting
2 people
35
Prepare catering
3 people

Event

36
Give the start briefing
2 people
37
Receive participants
4 people
38
Process late registrations
2 people
39
Hand out race numbers
3 people
40
Collect luggage
2 people
41
Lead the warm-up
2 people
42
Set up the start zone
3 people
43
Start the chase run
4 people
44
Record intermediate results
3 people
45
Staff route checkpoints
8 people
46
Hand out water
4 people
47
Monitor safety along the route
6 people
48
Register finishers
3 people
49
Hand out medals
2 people
50
Serve fruit and snacks
3 people
51
Serve drinks
3 people
52
Refill drinks
2 people
53
Refill snacks
2 people
54
Check the result
2 people
55
Support awards ceremony
3 people
56
Staff the finish area
3 people
57
Inform participants
2 people
58
Collect lost property
59
Guide the last participants
3 people
60
Relieve route staff
2 people
61
Serve dinner
3 people
62
Serve coffee and tea
2 people
63
Keep drinks topped up
2 people
64
Clear up the venue in the evening
3 people
65
Check out participants
2 people

Aftercare

66
Dismantle the finish arch
3 people
67
Remove route signs
5 people
68
Collect traffic materials
4 people
69
Take down party tents
4 people
70
Clear tables and chairs
3 people
71
Collect waste
3 people
72
Wash dishes
2 people
73
Clean the venue
4 people
74
Count and pack materials
3 people
75
Return luggage
2 people
76
Empty and clean coolers
2 people
77
Return rented materials
2 people
78
Check the route for leftover trash
2 people
79
Publish the results
80
Send a thank-you gift to participants
81
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
Beer tablesqty 4
Coat racksqty 2

Sports equipment

Bib numbersqty 150
Race bib strapsqty 150
Medalsqty 150
Conesqty 40
Barrier tapeqty 12
Water cups for postsqty 500
Spongesqty 100
Stopwatchesqty 6
Clipboardsqty 10
Route arrowsqty 30
Kilometer markersqty 6
Starting gate
Finish arch

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Walkie-talkiesqty 12
Laptop
Printer
Socket protectionqty 6

Lighting

Work lightsqty 4
String lightsqty 6
Flashlightsqty 10

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Disposable glovesqty 100
Safety vestsqty 20
Traffic conesqty 30
Emergency blanketsqty 6
Fire extinguishersqty 2

Administration

Registration formsqty 200
Route mapsqty 150
Volunteer listsqty 20
Pen setsqty 10
Markersqty 12
Name stickersqty 150
Wristbandsqty 200
Envelopesqty 200

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Thermos flasksqty 6

Decorations

Tableclothsqty 10
Buntingqty 8
Event postersqty 20
Directional signsqty 20

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Litter pickersqty 4

Catering

Groceries

Tips

Fix the date and route first, then inspect the full course in person. Mark every turn, crossing and post location on the route map before publishing registration.
Allow at least 2 to 4 weeks for permits, notifications and traffic measures. Confirm who will cover each road crossing and give volunteers a written post plan.
Close registration early enough to assign starter groups and bib numbers. Send participant information at least 3 days before the race, including start group, number, route details and arrival time.
Prepare the route materials the day before: sort bib numbers, assemble arrows and kilometre markers, and place cones and barrier tape with the responsible volunteers. Keep spare signs and fastening materials at the finish.
Set up the start and finish area before participants arrive. Test the starting gate, finish arch, stopwatches, sound system, microphones and walkie-talkies, and protect extension connections from weather and foot traffic.

Frequently asked questions

How long does it take to organise a pursuit race?: Allow 6 to 8 weeks for a small pursuit race, and longer if permits or traffic measures are needed. Fix the route and date first, then leave at least 2 weeks for registrations and volunteer planning.
When should I send pursuit race information to participants?: Send the final information at least 3 days before the race. Include the bib number, start group, start time, meeting point, route instructions and anything participants need to bring.
How many volunteers do I need for a pursuit race?: Plan one volunteer for every controlled crossing or route post, plus at least 2 people at registration and 2 at the finish. Add one coordinator with a walkie-talkie for every 5 to 10 route volunteers.
When should I mark the pursuit race route?: Prepare and sort the signs the day before, then place them on the course 1 to 3 hours before the first start. Walk or drive the route once more before starting to check that every arrow and kilometre marker is visible.

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