How to organise an MTB race from course planning to race day

Organising an MTB race starts with the course, not the start arch. First confirm the competition format, scout the route and identify crossings, access points and the finish area. Then secure permits, insurance, timing, toilets and traffic measures before opening registration. In the final weeks, assign volunteers, publish the rules, mark the course and prepare first aid, repairs and results. This approach keeps safety decisions ahead of race-day logistics.

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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
Scout the course
3 people
3
Apply for the course permit
4
Check insurance
5
Reserve competition venue
6
Determine the start and finish area
3 people
7
Develop the course route
3 people
8
Identify safe crossing points
3 people
9
Set participant categories
2 people
10
Publish registration form
11
Send invitations
2 people
12
Recruit volunteers
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Publish competition rules
16
Reserve timing
17
Reserve sound system
18
Reserve toilets
19
Arrange waste collection
20
Order prizes and cups
21
Design race numbers
22
Print route maps
23
Assign volunteers
2 people
24
Coordinate the first aid station
2 people
25
Coordinate traffic measures
2 people
26
Inform nearby residents
2 people
27
Check material stock
2 people
28
Check the shopping list
2 people
29
Do the shopping
3 people
30
Sort bib numbers
3 people
31
Set out prizes
2 people
32
Fill coolers
2 people
33
Set out the course
6 people
34
Place warning signs
4 people
35
Build the start and finish arch
4 people
36
Set up tents and tables
5 people
37
Set up registration desk
2 people
38
Connect sound and power
2 people
39
Set out first aid supplies
2 people
40
Set up catering
4 people
41
Brief volunteers
3 people

Event

42
Register participants
4 people
43
Hand out race numbers
3 people
44
Carry out bike checks
2 people
45
Give the riders briefing
2 people
46
Guide the start procedure
4 people
47
Staff the course checkpoints
12 people
48
Carry out timekeeping
3 people
49
Carry out finish registration
3 people
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Inform the audience
2 people
54
Check course safety
3 people
55
Process results
2 people
56
Support awards ceremony
3 people
57
Receive the last participants
3 people
58
Collect lost property

Aftercare

59
Remove course materials
6 people
60
Take down tents and tables
5 people
61
Wash dishes
3 people
62
Collect waste
4 people
63
Clean the grounds
4 people
64
Load equipment
4 people
65
Hand over the venue
2 people
66
Return rental items
2 people
67
Publish results
68
Thank participants
69
Check deposit and materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 10
Folding chairsqty 30
High tablesqty 6
Tablecloth coversqty 10
Waste binsqty 12

Sports equipment

Start arch
Finish arch
Bib numbersqty 200
Race numbersqty 200
Competition ribbonqty 20
Conesqty 60
Crowd barriersqty 20
Barrier tapeqty 12
Course signsqty 30
Directional signsqty 40
Kilometer markersqty 10
Spare bike pumpsqty 4
Bike repair standsqty 2
Basic tool kitsqty 3
Spare inner tubesqty 12
Bicycle standsqty 30
Stage blocksqty 3
Medalsqty 30
Cupsqty 12

Equipment

Timing set
Laptopqty 2
Printer
Walkie-talkiesqty 12
Mobile phonesqty 4
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 8
Power banksqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 8

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Ice packsqty 30

Cleaning

Washing-up bowlsqty 4
Dish brushesqty 4
Cleaning spongesqty 12
Hand broomsqty 4
Litter pickersqty 4

Catering

Groceries

Tips

Start with a course walk-through and record every road crossing, narrow section and point where riders could take a wrong turn. Use cones, barrier tape, crowd barriers and directional signs only after the route has been checked on site.
Apply for the course permit and arrange insurance before publishing the registration form. Allow at least 6–8 weeks for approvals and confirm whether traffic measures or additional landowner permissions are required.
Set participant categories and publish the competition rules before entries open. Close registration several days before the race so you can print bib numbers, prepare race numbers and create start lists without last-minute changes.
Plan volunteers by position, not just by total headcount. Assign named people to crossings, the first aid station, registration, timing, repairs and finish support, then give each team walkie-talkies or a clear phone contact list.
Build a race-day service point near the start and finish with tables, a laptop, printer, timing set, bike repair stands, pumps, tools and spare inner tubes. Test timing and printing before riders arrive, and place toilets, waste bins and shelters where queues will not block the course.

Frequently asked questions

How far in advance should I organise an MTB race?: Start planning at least 3–6 months before race day. Secure the route, permit, insurance, venue, timing and traffic measures first; registration and volunteer coordination can follow once those are confirmed.
When should I open registration for an MTB race?: Open registration after the course, categories and competition rules are fixed, usually 6–10 weeks before the race. Close it several days before the event so bib numbers, start lists and dietary information can be processed accurately.
How many volunteers do I need for an MTB race?: The number depends on the route, but plan one volunteer for every staffed crossing or control point, plus separate people for registration, timing, first aid, repairs and the finish. Confirm assignments at least 1–2 weeks before race day.
What should be checked the day before an MTB race?: Walk or ride the full course, check every sign and barrier, test the timing set, printer and radios, and confirm first aid, toilets and traffic measures. Finish these checks by the evening before the race so missing equipment can still be replaced.

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.