How to organise a trial race

Organising a trial race starts with the competition format, course and safety plan—not with buying equipment. Set the route and rules first, then secure the venue, check insurance and permits, and open registration with clear participant information. In the final week, confirm officials and volunteers, prepare timing and scorecards, inspect the course, and test every communication method. On race day, allow enough time for marking the start and finish, setting up administration, and checking bikes, tools and spare parts 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
Set competition format
2 people
2
Reserve competition venue
3
Check competition insurance
4
Prepare safety plan
2 people
5
Draw the course layout
2 people
6
Publish participant rules
7
Send invitations
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm judges and officials
11
Assign volunteers
2 people
12
Check permits and notifications
13
Prepare timekeeping
2 people
14
Make bib numbers
2 people
15
Print scorecards
16
Make route and safety signs
2 people
17
Check sports equipment
2 people
18
Gather tools and spare parts
2 people
19
Do the shopping
2 people
20
Bring materials to the venue
3 people
21
Inspect the course
3 people
22
Mark the start and finish areas
3 people
23
Prepare competition administration
2 people
24
Chill drinks
2 people
25
Set up the coffee and tea station
2 people
26
Set up tables and chairs
4 people
27
Set up the information desk
2 people
28
Set out the course
6 people
29
Secure obstacles safely
4 people
30
Prepare first aid supplies
31
Brief officials
3 people

Event

32
Staff the registration desk
2 people
33
Register participants
3 people
34
Hand out race numbers
2 people
35
Give riders briefing
2 people
36
Start the competition
3 people
37
Record scores and times
8 people
38
Monitor the course and audience
6 people
39
Refill drinks
2 people
40
Serve snacks
3 people
41
Empty trash bins
2 people
42
Process interim results
2 people
43
Record the finish
3 people
44
Check the final results
3 people
45
Set out prizes
2 people
46
Handle prize ceremony
3 people
47
Escort the last visitors
2 people

Aftercare

48
Mark off the course
4 people
49
Clear away obstacles and tape
5 people
50
Archive scorecards
2 people
51
Wash dishes
3 people
52
Clean the venue
5 people
53
Dispose of waste
2 people
54
Return materials
3 people
55
Return borrowed items
2 people
56
Publish the results
57
Inform participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Party tentsqty 3
High tablesqty 2

Sports equipment

Course tapeqty 12
Conesqty 40
Barsqty 8
Wooden palletsqty 10
Car tiresqty 12
Slopesqty 4
Bib numbersqty 40
Scorecardsqty 100
Spare bicyclesqty 2
Bike pumpsqty 3
Basic tool kitsqty 3
Spare inner tubesqty 10
Ratchet strapsqty 12
Work glovesqty 12

Equipment

Laptopsqty 2
Tabletsqty 6
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone
Printers
Coolersqty 4

Lighting

Work lightsqty 6
Battery lampsqty 8

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4

Decorations

Route signsqty 12
Information boardsqty 4
Directional signsqty 10
Stage ribbon

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Knivesqty 4
Serving spoonsqty 4
Serving traysqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 2
Hand soap dispensersqty 4
First aid kitsqty 2

Catering

Prizesqty 6
Groceries

Tips

Set the format and course before sending invitations. Publish distances, obstacles, time limits, safety rules and what participants must bring so registration questions do not delay planning.
Treat permits, notifications and insurance as early deadlines. Check them before advertising the race, because a confirmed venue does not automatically mean the event is legally or safely covered.
Build the volunteer plan around race operations, not just registration. Assign named people to course control, start and finish, timekeeping, repairs, refreshments and emergency communication at least one week ahead.
Inspect and mark the course on site before race morning. Walk the full route, secure tape and signs, check slopes and obstacles, and leave time to change sections that are unsafe or unclear.
Prepare a separate race-control kit and test it before loading the vehicle. Charge tablets, laptops, power banks and walkie-talkies, print scorecards and bib numbers, and pack spare tubes, pumps and basic tools together.

Frequently asked questions

How far in advance should I organise a trial race?: Start planning at least 8 to 12 weeks before the race. Secure the venue, check insurance and permits, define the course and open registration early enough to estimate staffing, food and equipment needs.
How many volunteers do I need for a trial race?: For a small trial race, plan on roughly one volunteer for every 10 to 15 participants, plus a race director and a first-aid or safety lead. Add extra course marshals wherever participants can take a wrong turn or encounter an obstacle.
When should I inspect and mark the trial race course?: Inspect the course once during planning and again on race morning, ideally 2 to 3 hours before the first start. Mark the start, finish, turns and hazards after the final inspection so signs and tape match the actual route.
How much food and drink should I prepare for a trial race?: For the first hour after participants arrive, allow about 2 to 3 drinks per person, then add water for the race and recovery period. Prepare coffee and tea before check-in opens, and confirm dietary requirements several days in advance.

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.