How to organise a trial race without missing the essentials

Organising a trial race starts with the course and competition format, not with race-day equipment. Set the categories, rules and venue first, then handle permits, insurance and registration before confirming the start list. The course needs a safety inspection, clearly marked obstacles and a reliable judging and timing setup. This plan also covers the details that are often left too late: volunteer assignments, first aid, power, communications, drinks and backup bike equipment.

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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
Confirm the competition venue
3
Apply for the course permit
4
Check insurance coverage
5
Draw up competition rules
2 people
6
Determine categories and ages
2 people
7
Publish registration form
8
Send invitations
2 people
9
Approach sponsors
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Check entry fees
13
Publish start list
14
Assign competition numbers
2 people
15
Make reservations
16
Assign volunteers
2 people
17
Confirm judges
18
Confirm first aid contact
19
Carry out course inspection
3 people
20
Select obstacles
3 people
21
Print course map
22
Check competition equipment
2 people
23
Check the shopping list
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Assemble competition packs
3 people
27
Prepare route signs
2 people
28
Check the weather forecast
29
Open venue
2 people
30
Inspect the grounds
3 people
31
Set up tents
4 people
32
Set up tables and chairs
4 people
33
Set up registration desk
2 people
34
Set up judges' table
2 people
35
Set out the course
6 people
36
Secure obstacles
5 people
37
Put up barrier tape
4 people
38
Place route signs
2 people
39
Test sound and walkie-talkies
2 people
40
Hold the jury briefing
4 people
41
Hold a volunteer briefing
3 people

Event

42
Open registration
3 people
43
Carry out bike checks
2 people
44
Receive participants
3 people
45
Hand out race numbers
2 people
46
Explain the course
2 people
47
Give the opening briefing
48
Supervise competition events
8 people
49
Record points
4 people
50
Record times
2 people
51
Inform the audience
52
Monitor safety along the course
6 people
53
Serve drinks
2 people
54
Refill drinks
2 people
55
Serve coffee and tea
2 people
56
Serve snacks
2 people
57
Collect tableware
2 people
58
Check results
3 people
59
Set out prizes
2 people
60
Support awards ceremony
3 people
61
Publish official results
62
See participants off
3 people

Aftercare

63
Dismantle the course
6 people
64
Remove barrier tape
3 people
65
Remove directional signs
2 people
66
Take down tents
4 people
67
Put furniture back
4 people
68
Wash dishes
2 people
69
Collect waste
3 people
70
Clean the grounds
4 people
71
Inventory materials
2 people
72
Record damaged materials
73
Return borrowed materials
2 people
74
Send results to participants
75
Process invoices and receipts
76
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Judges' table
High tablesqty 4

Sports equipment

Wooden beamsqty 20
Wooden palletsqty 12
Concrete blocksqty 20
Logsqty 8
Bike tiresqty 12
Conesqty 30
Course tapeqty 8
Crowd control barriersqty 20
Bib numbersqty 100
Race numbersqty 100
Spare bike pumpsqty 2
Bike pumpqty 2
Basic bike toolsqty 2
Spare inner tubesqty 12
Bike standqty 2

Equipment

Laptopqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 10
Megaphone
Portable speaker
Stopwatchesqty 4
Power banksqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Decorations

Directional signsqty 20
Directional signsqty 12
Starting flag
Finish flag
Stage blocksqty 3

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 100
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving jugsqty 4
Serving plattersqty 8
Storage boxesqty 12
Ice packsqty 20

Catering

Groceries

Tips

Set the format, categories and age groups before opening registration. Publish the rules and entry requirements at the same time, so you do not have to resolve eligibility questions after registrations arrive.
Start permit and insurance checks as soon as the venue is confirmed. Leave at least several weeks for course approval, and do not assume that a venue booking automatically covers an event permit.
Inspect the course before printing the map or selecting the final obstacles. Check every wooden beam, pallet, concrete block, log and marked section for stability, access and safe spectator separation.
Assign volunteers to specific posts and brief them before race day. Confirm judges, first aid contact and radio or megaphone communication early; a general call for volunteers rarely fills every critical position.
Test the race-day setup before competitors arrive. Print and sort bib numbers, check stopwatches, laptop, printer, extension cords and power banks, and keep spare pumps, tools and inner tubes where riders can reach them quickly.

Frequently asked questions

How far in advance should I organise a trial race?: Start the venue, permit and insurance work at least 8 to 12 weeks before race day. Open registration only after the format, categories, rules and course requirements are clear.
How many volunteers do I need for a trial race?: Plan one named person for each judging or course-control point, plus people for registration, start and finish, refreshments and setup. Add at least 2 to 3 floaters for breaks, late issues and moving barriers.
When should I publish the start list and assign race numbers?: Close or review registrations several days before the race, then publish the start list and assign numbers 3 to 7 days beforehand. Keep a small batch of spare bibs and race numbers for corrections or late changes.
What equipment should I prepare for bike problems during the race?: Have at least one bike pump, spare pumps if possible, basic bike tools and several spare inner tubes at the event. Place them at a clearly marked service point and test the equipment before the first rider starts.

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.