How to organise a run-bike-run event

A run-bike-run needs more than a marked course and a starting signal. Set the date, format and start-finish area first, then build the route around safety, permits and volunteer coverage. Registration, timing and first aid must be organised before you publish the event. Work backwards from race day so signs, bib numbers, bike parking, communication equipment and route staff are ready before 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
Record date and route
2 people
2
Reserve venue
3
Apply for permits
4
Check insurance
5
Set competition format
2 people
6
Determine the start and finish location
2 people
7
Map out the bike route
3 people
8
Set out the route
3 people
9
Check the route for safety
2 people
10
Publish registration form
11
Send invitations
12
Process registrations
2 people
13
Collect dietary requirements
14
Recruit volunteers
2 people
15
Assign traffic posts
2 people
16
Assign timekeepers
17
Arrange first aid staffing
18
Send participant information
19
Make bib numbers
2 people
20
Print participant list
21
Prepare medal labels
2 people
22
Do the shopping
2 people
23
Mark the bicycle parking
2 people
24
Sort route signs
2 people
25
Prepare materials
3 people

Event

26
Set up the bib number desk
3 people
27
Set up the bicycle parking
3 people
28
Set up the start and finish arch
3 people
29
Set up the first aid station
3 people
30
Set up first aid table
2 people
31
Put up route signs
6 people
32
Staff traffic posts
8 people
33
Check in participants
4 people
34
Carry out bike checks
2 people
35
Give the start briefing
2 people
36
Guide the start
4 people
37
Record times
3 people
38
Monitor bikes in transition
3 people
39
Hand out water
4 people
40
Refill drinks
2 people
41
Serve snacks
3 people
42
Guide participants to the finish
2 people
43
Check off finishers
3 people
44
Present medal
2 people
45
Handle prize ceremony
3 people
46
Check the Final Participants
2 people

Aftercare

47
Collect route signs
6 people
48
Dismantle the bike parking
3 people
49
Collect waste
4 people
50
Wash dishes
2 people
51
Clean the venue
4 people
52
Sort materials
3 people
53
Return borrowed materials
2 people
54
Publish results
55
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Waste binsqty 6

Sports equipment

Bib numbersqty 100
Race bib strapsqty 100
Bike racksqty 6
Conesqty 40
Barrier tapeqty 8
Route arrowsqty 35
Kilometer markersqty 12
Whistlesqty 12
Stopwatchesqty 6
Bike pumpsqty 3
Tool setsqty 3
Spare inner tubesqty 12

Equipment

Handheld megaphonesqty 3
Walkie-talkiesqty 10
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4

Lighting

LED work lightsqty 6
Battery lanternsqty 8

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Cutlery setsqty 100

Kitchen

Water jugsqty 12
Coolersqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving jugsqty 6

Decorations

Bib numbersqty 4
Finishing cloth
Medal hooksqty 2

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Safety vestsqty 20
Flashlightsqty 10

Cleaning

Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Fix the competition format and start-finish location before mapping the bike route. This prevents a route that is too long, difficult to supervise or unsuitable for transition and bike parking.
Check permits, insurance and route safety before opening registration. Allow at least four weeks for approvals where public roads, traffic posts or other authorities are involved.
Recruit volunteers as soon as the date and route are fixed. Assign traffic posts, timekeepers and first-aid staff separately, and give each person a written position and reporting time.
Send participant information no later than seven days before the event. Include the start time, route rules, bib-number instructions, bike-parking arrangements, check-in details and what happens in an emergency.
Prepare route signs, cones, barrier tape, stopwatches, radios and spare bike equipment the day before. Test communication and timing equipment, and keep pumps, tools and spare inner tubes at the start-finish area.

Frequently asked questions

How far in advance should I organise a run-bike-run?: Start planning at least eight weeks before race day. Use the first two weeks for the date, venue, format and route, then allow time for permits, registration, volunteers and equipment checks.
When should I open registration for a run-bike-run?: Open registration after the route, format and safety arrangements are confirmed, usually four to six weeks before the event. Close it early enough to print the participant list and prepare bib numbers.
How many volunteers are needed for a run-bike-run?: The number depends on the route, but plan one volunteer for every traffic or route-control point, plus separate timekeepers and first-aid staff. Finalise assignments at least seven days before the event.
When should I mark the run-bike-run route?: Put out route signs, arrows, kilometre markers, cones and barrier tape on race day, early enough for a complete safety check before participants arrive. Sort and label the materials the previous day.

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.