How to organise a tandem race

A tandem race needs more than a route and a group of bikes. Start by choosing the competition format, securing the venue and checking the full course before opening registration. Then organise traffic measures, rules, volunteers, timing and participant information in that order. Leave enough time for tandem details, dietary requirements, bib numbers, route maps and equipment checks, because these are easy to postpone until race 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
Set competition format
2 people
2
Reserve competition venue
3
Determine start and finish route
2 people
4
Check the course
2 people
5
Apply for the required traffic measures
6
Draw up competition rules
7
Create registration form
8
Send invitations
2 people
9
Open registration
10
Process registrations
2 people
11
Collect dietary requirements
12
Register tandem details
13
Send participant confirmations
14
Recruit volunteers
2 people
15
Assign volunteers
2 people
16
Assign traffic posts
2 people
17
Assign judges
18
Instruct timekeepers
2 people
19
Confirm suppliers
20
Order prizes
21
Make bib numbers
2 people
22
Print route maps
23
Print the match schedule
24
Check the shopping list
25
Do the shopping
2 people
26
Pick up chilled products
2 people
27
Check tandems
2 people
28
Lay out spare parts
29
Prepare route signs
2 people
30
Assemble starter packs
3 people
31
Create a music playlist
32
Check the weather forecast

Event

33
Open the venue
3 people
34
Set up tents
4 people
35
Set up tables and chairs
4 people
36
Mark off the start and finish area
4 people
37
Put up route signs
4 people
38
Set up traffic posts
6 people
39
Set up the sound system
2 people
40
Connect power supply
2 people
41
Set up the registration table
2 people
42
Build the catering buffet
3 people
43
Chill drinks
2 people
44
Set up judges' table
2 people
45
Register participants
3 people
46
Hand out race numbers
2 people
47
Check tandem safety
3 people
48
Give participant briefing
2 people
49
Fill start boxes
4 people
50
Start the competition
3 people
51
Record times
3 people
52
Guard the course and crossings
8 people
53
Refill drinks
2 people
54
Serve snacks
3 people
55
Provide music
56
Register finishers
3 people
57
Check the result
2 people
58
Handle prize ceremony
3 people
59
Inform participants and visitors
2 people
60
Empty trash bins
2 people
61
Catering breakdown
3 people

Aftercare

62
Remove route signs
4 people
63
Dismantle traffic posts
6 people
64
Take down the sound system
2 people
65
Take down tents
4 people
66
Clear tables and chairs
4 people
67
Wash dishes
3 people
68
Clean the grounds
4 people
69
Dispose of waste
2 people
70
Sort materials
3 people
71
Clean tandems
2 people
72
Return borrowed materials
2 people
73
Publish the results
74
Send thank-you message to participants
75
Archive competition data

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
High tablesqty 4
Clothes racksqty 2

Sports equipment

Tandem bicyclesqty 4
Bike pumpsqty 4
Spare inner tubesqty 12
Inner tubesqty 4
Bike repair standsqty 2
Tool setsqty 3
Bike glovesqty 6
Spare helmetsqty 8
High-visibility vestsqty 16
Bib numbersqty 50
Race numbersqty 50
Barrier tapeqty 12
Route arrowsqty 30
Traffic conesqty 40
Crowd barriersqty 12
Flagsqty 12
Finish arch

Equipment

Stopwatchesqty 6
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 8
Walkie-talkiesqty 10
Mobile sound system
Microphoneqty 2
Power banksqty 6

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Corkscrewqty 3
Bottle openersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Pliersqty 6
Serving spoonsqty 6
Aluminum foilqty 3
Cling filmqty 3
Storage boxesqty 20

Decorations

Competition bannersqty 4
Tableclothsqty 8
Balloonsqty 100
Directional signsqty 20
Prize trophiesqty 6
Medal ribbonsqty 50

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4

Catering

Groceries

Tips

Set the format and route before inviting anyone. Confirm the start and finish points, inspect the course in person and apply for required traffic measures early enough to allow for processing.
Close registration with time to verify every tandem. Record team details, send confirmations and collect dietary requirements before ordering food or finalising the event schedule.
Recruit more volunteers than the number of posts you need. Assign traffic marshals, judges and timekeepers separately, then brief timekeepers on the stopwatch procedure before race day.
Check every tandem with a pump, spare inner tubes and a repair stand before participants arrive. Keep tool sets, gloves and spare helmets at a clearly marked support point.
Prepare the race-day paperwork at least one day ahead: print bib numbers, route maps and the match schedule, and test the laptop, printer, extension cords, radios and mobile phones.

Frequently asked questions

How long does it take to organise a tandem race?: Allow at least 6 to 8 weeks for a small race. Traffic measures, venue confirmation, volunteer recruitment and supplier orders usually take longer than expected.
How many volunteers do I need for a tandem race?: Plan at least one volunteer for every traffic post, plus separate judges, timekeepers and a race coordinator. Add 2 to 4 floaters for late changes, repairs and breaks.
When should tandem race registration close?: Close registration 7 to 10 days before the race. That gives you time to verify tandem details, prepare confirmations, print race numbers and finish the match schedule.
What equipment should I check before a tandem race?: Check each tandem, pump and repair stand at least 24 hours before the start. Also test stopwatches, walkie-talkies, power supplies and the printer before setup begins.

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