How to organise an individual time trial

An individual time trial is easiest to run when the course, timing system and volunteer roles are fixed before registration opens. Start by securing the date, route and permissions, then build the start list around realistic intervals and available timekeepers. On event day, participants need clear signs, numbered bibs and a simple briefing, while officials need reliable stopwatches, radios and a written results process. The usual problems are late traffic planning, unclear starter groups and no backup for a mechanical issue or missing volunteer.

Organize this event for free with Lizzt

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
Reserve start and finish location
3
Submit permits and traffic plan
4
Recruit traffic controllers and volunteers
2 people
5
Send invitations
2 people
6
Open registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign starter groups
2 people
10
Publish start list
11
Create the volunteer schedule
2 people
12
Send participant information
13
Print bib numbers and time cards
2 people
14
Prepare the results form
15
Check the weather forecast
16
Do the shopping
2 people
17
Collect materials
3 people
18
Check bicycles and spare equipment
2 people
19
Sort bib numbers
2 people
20
Instruct timekeepers
2 people
21
Brief traffic controllers
2 people
22
Inspect the site
3 people
23
Build party tents
4 people
24
Set up tables and chairs
3 people
25
Mark the start and finish areas
3 people
26
Put up course signage
4 people
27
Set up traffic barriers
4 people
28
Set up the registration table
2 people
29
Test timekeeping
3 people
30
Set up the first aid and repair point
2 people
31
Set out coffee and water
2 people

Event

32
Register volunteers
2 people
33
Register participants
3 people
34
Hand out race numbers
2 people
35
Guide participants to the starting pen
2 people
36
Carry out the start procedure
3 people
37
Staff traffic posts
8 people
38
Carry out finish registration
3 people
39
Refill drinks
2 people
40
Serve snacks
2 people
41
Check results
2 people
42
Set out prizes
2 people
43
Support awards ceremony
3 people
44
Inform participants of the results
2 people
45
Clear the course
3 people

Aftercare

46
Remove traffic barriers
4 people
47
Remove course signage
4 people
48
Dismantle tents, tables and chairs
4 people
49
Wash dishes and supplies
3 people
50
Collect and remove waste
3 people
51
Clean the grounds and restrooms
3 people
52
Archive results and participant list
53
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable drinking cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Stopwatchesqty 4
Walkie-talkiesqty 8
Megaphone
Power banksqty 4

Sports equipment

Bib numbersqty 100
Bib holdersqty 100
Spare bicyclesqty 2
Bike pumpsqty 3
Tool casesqty 2
Traffic conesqty 40
Course signsqty 20
Conesqty 20
Rolls of barrier tapeqty 6

Safety

Traffic barriersqty 20
First aid kitsqty 2
Safety vestsqty 15
Emergency blanketsqty 10
Flashlightsqty 6

Organization

Clipboardsqty 8
Ballpoint pensqty 30
Markersqty 10
Printer paperqty 2
Prize money envelopesqty 10

Lighting

Work lightsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3

Catering

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Water jugsqty 6
Prizes and medalsqty 10
Groceries

Tips

Set the start interval before publishing registration. Use it to calculate the total event length, the number of starter groups and how many timekeepers you need at the finish.
Finish the permit and traffic plan before sending invitations. Traffic controllers need a written post, a safety vest, a way to communicate and a clear instruction for every crossing or barrier.
Send participant information at least 7 days before the trial. Include arrival time, bib collection, the start procedure, course signs, bike checks and what happens if the weather changes.
Prepare the timing paperwork in two forms: a printed time card for each starter and a results form on the laptop. Keep spare bib numbers, pens, power banks and a second stopwatch at the finish.
Inspect the site before setting up tents, tables and signs. Check the start and finish lines, power access, shelter, emergency access and the position of cones, barriers and first-aid equipment.

Frequently asked questions

How far in advance should I organise an individual time trial?: Start the route, date and location planning at least 8 weeks before the event. Submit permits and the traffic plan early enough to resolve changes before invitations and registration go live.
How do I schedule riders for an individual time trial?: Choose a fixed start interval and add enough time between groups for the course and finish team to stay in control. Publish the start list at least 3 days before the event, with check-in and bib collection times included.
How many volunteers are needed for an individual time trial?: Plan separate people for registration, start control, finish timing and traffic points, then add at least 2 substitutes. The exact number depends on the course, but every traffic post must remain covered for the full riding period.
What should I do if a bicycle breaks down during the time trial?: Keep at least 1 spare bicycle, a pump and a tool case at the event base, and brief one person on mechanical support. Decide before the start whether a rider may continue, restart or receive a recorded neutral intervention.

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.