How to organise a team time trial

A team time trial needs more than a route and a start line. Begin by fixing the course and date, then work through permits, traffic control, registration and timing in that order. The details that cause delays are usually practical: unclear starting gaps, missing route signs, too few radios or no backup for power and bike repairs. Use the plan below to keep responsibilities, equipment and race-day information in one place.

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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 the course and date
2 people
2
Apply for a permit
3
Develop the traffic plan
2 people
4
Reserve traffic controllers
5
Reserve location for start
6
Check electricity and water
2 people
7
Draw up competition rules
2 people
8
Open registration form
9
Send invitations
2 people
10
Approach sponsors
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Set up the starting order
2 people
14
Send participant information
15
Schedule timekeepers
16
Schedule volunteers
2 people
17
Brief traffic controllers
2 people
18
Check the weather forecast
19
Print emergency contacts
20
Print race numbers
21
Print route maps
22
Do the shopping
3 people
23
Fill coolers
2 people
24
Prepare catering
3 people
25
Assemble starter packs
3 people
26
Bring materials to the venue
4 people
27
Check the course for safety
3 people
28
Set up traffic signs
4 people
29
Place barriers along the route
5 people
30
Build the start and finish arch
4 people
31
Block off the start area
3 people
32
Set up the finish area
4 people
33
Set up registration desk
2 people
34
Set up the catering stand
3 people
35
Test audio and microphone
2 people
36
Test the timing equipment
3 people
37
Set out first aid supplies
2 people
38
Register volunteers
2 people
39
Give the briefing for all stations
3 people

Event

40
Hand out race numbers
3 people
41
Register participants
3 people
42
Check bikes and helmets
2 people
43
Explain the course rules
2 people
44
Give opening briefing
2 people
45
Announce starting order
46
Guide teams to the starting corral
3 people
47
Start the teams
2 people
48
Record split times
4 people
49
Direct traffic at intersections
8 people
50
Secure the course along the route
4 people
51
Register finish times
3 people
52
Welcome participants
3 people
53
Hand out water
2 people
54
Refill drinks
2 people
55
Serve coffee and tea
2 people
56
Serve sandwiches and fruit
3 people
57
Empty trash bins
2 people
58
Publish interim results
2 people
59
Check end times
3 people
60
Prepare awards ceremony
2 people
61
Announce the winners
62
Present prizes
3 people
63
Keep the finish area clear
2 people
64
Guide the audience to the exit
3 people

Aftercare

65
Remove traffic barriers
5 people
66
Clear the course completely
4 people
67
Clear tables and chairs
4 people
68
Clear away catering
3 people
69
Wash dishes
2 people
70
Collect waste
3 people
71
Clean the venue
4 people
72
Pack timing equipment
2 people
73
Check first aid supplies
74
Finalize results
2 people
75
Send results to participants
76
Return materials
3 people
77
Return borrowed materials
2 people
78
Store leftover catering
2 people
79
Set aside damaged materials

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Waste binsqty 12
Crowd barriersqty 80
Dressing room racksqty 4

Sports equipment

Start and finish arch
Race number vestsqty 120
Conesqty 40
Barrier tapeqty 12
Route arrowsqty 30
Spare bike pumpsqty 4
Bicycle bellsqty 2
Spare inner tubesqty 20
Bicycle standsqty 12

Equipment

Handheld stopwatchesqty 8
Tablets for timekeepingqty 4
Power banksqty 8
Walkie-talkiesqty 12
Megaphonesqty 3
Portable sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopqty 2
Printer

Lighting

LED construction lightsqty 8
String lightsqty 6
Battery lanternsqty 10

Safety

Traffic conesqty 40
Traffic signsqty 24
Safety vestsqty 30
First aid kitsqty 3
Emergency blanketsqty 10
Nitrile glovesqty 2
Flashlightsqty 8
Fire extinguishersqty 3

Tableware

Reusable drinking cupsqty 200
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 8
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 6
Serving plattersqty 12
Pouring jugsqty 8
Ice packsqty 30

Decorations

Start and finish bannersqty 4
Sponsor bannersqty 12
Directional signsqty 20
Stage blocksqty 3
Prizesqty 12

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the course and date before opening registration. Allow enough time to apply for permits and develop the traffic plan, especially if the route crosses public roads.
Set starting gaps and publish them with the participant information. A written starting order prevents queues at the start and gives timekeepers a clear schedule.
Brief traffic controllers and volunteers before race day, not during it. Give each person a location, shift time and radio contact, and print emergency contacts for the team.
Prepare route signs, cones, barrier tape and race numbers as separate packs. Check the course once before the event so missing arrows or unsafe crossings can be corrected early.
Test the timing and power setup at least one day ahead. Charge tablets, stopwatches and power banks, then check extension cords, power strips and the printer before participants arrive.

Frequently asked questions

How far in advance should I organise a team time trial?: Start at least 8 to 12 weeks before race day. That gives you time to set the route, apply for a permit, arrange traffic controllers, open registration and send final participant information.
How many volunteers do I need for a team time trial?: Plan for at least one person at every controlled crossing, plus separate people for registration, timing, the start and finish area, and course support. Final numbers depend on the route, but assign roles and shifts before the briefing.
When should I send team time trial participant information?: Send the main information 7 to 10 days before the event, including the start order, arrival time, route details and rules. Send any last weather or traffic update no later than the evening before the start.
What should I prepare for bike problems during the race?: Have spare bike pumps and spare inner tubes available at the start, finish or a designated support point. Check this equipment before setup and make sure at least one volunteer knows where it is and how to use it.

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.