How to organise an MTB stage race

An MTB stage race needs more than a marked course and a start line. Begin by fixing the competition format, then work through route inspections, permits, insurance, safety and timing before opening registration. Accommodation and catering become difficult when they are left until the final weeks, especially once dietary requirements are known. Use the event plan to keep course marking, rider communication, volunteer assignments and equipment checks in one sequence, with a final confirmation pass before race week.

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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
3 people
2
Select routes
4 people
3
Inspect courses
4 people
4
Apply for permits
2 people
5
Take out insurance
6
Record the start and finish locations
2 people
7
Draw up traffic plan
3 people
8
Prepare safety plan
3 people
9
Record officials and jury
2 people
10
Arrange medical support
2 people
11
Recruit volunteers
3 people
12
Publish registration form
2 people
13
Send invitations
2 people
14
Approach sponsors
3 people
15
Process registrations
2 people
16
Collect dietary requirements
17
Reserve overnight stays
2 people
18
Book catering
2 people
19
Design race numbers
2 people
20
Publish route files
2 people
21
Send participant information
2 people
22
Assign volunteers
3 people
23
Confirm reservations
2 people
24
Check material stock
3 people
25
Finalize shopping list
2 people
26
Print race numbers and accreditation badges
2 people
27
Do the shopping
3 people
28
Fill coolers
2 people
29
Set out the course
10 people
30
Put up barriers
6 people
31
Build the start and finish arch
6 people
32
Set up the registration tent
4 people
33
Build the catering point
4 people
34
Set up the technical area
5 people
35
Set off the finish area
4 people
36
Test timing equipment
3 people
37
Check first aid supplies
2 people
38
Brief volunteers
4 people

Event

39
Register participants
5 people
40
Hand out race numbers
3 people
41
Check bicycles and equipment
3 people
42
Give riders briefing
3 people
43
Start stage 1
8 people
44
Check the course
6 people
45
Register arrivals
5 people
46
Refill drinks
3 people
47
Receive finishers
5 people
48
Process results
3 people
49
Publish the daily ranking
2 people
50
Serve participants' meal
5 people
51
Wash dishes
3 people
52
Register for Stage 2
4 people
53
Set up the start zone
4 people
54
Repeat rider briefing
3 people
55
Start stage 2
8 people
56
Guard the course and crossings
10 people
57
Carry out timekeeping
4 people
58
Staff technical support
3 people
59
Distribute water and fruit
4 people
60
Refill drinks
3 people
61
Guide finishers
6 people
62
Record medical incidents
2 people
63
Calculate final standings
3 people
64
Prepare awards ceremony
4 people
65
Handle prize ceremony
5 people
66
Publish results
2 people
67
Serve participants' meal
6 people
68
Collect waste during the event
3 people

Aftercare

69
Remove course markings
8 people
70
Remove the barriers
6 people
71
Take down the start and finish area
6 people
72
Take down the registration tent
4 people
73
Dismantle the catering point
4 people
74
Clean equipment
5 people
75
Clean the venue
6 people
76
Archive results
2 people
77
Register lost property
2 people
78
Dispose of waste
3 people
79
Inventory materials
3 people
80
Return borrowed materials
3 people
81
Process leftover groceries
2 people
82
Email results to participants
2 people
83
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 16
Folding chairsqty 80
Beer tablesqty 8
Waste binsqty 12
Clothes racksqty 4

Sports equipment

Bib numbersqty 180
Steering signsqty 180
Directional signsqty 90
Course ribbonqty 20
Marker flagsqty 40
Traffic conesqty 60
Crowd barriersqty 40
Course marker signsqty 20
Mountain bikesqty 4
Bike pumpsqty 6
Bike tool kitsqty 4
Spare inner tubesqty 30
Bicycle standsqty 12
Technical matsqty 6
Stage cupsqty 15

Equipment

Timing kitsqty 3
Stopwatchesqty 8
Walkie-talkiesqty 16
Spare batteriesqty 40
Laptopsqty 3
Printersqty 2
Printer paperqty 6
Extension cordsqty 10
Power stripsqty 8
Charging stationsqty 4
Portable lightingqty 8
Megaphonesqty 3
Speakersqty 2
Microphonesqty 2
Flashlightsqty 12

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 220
Coffee cupsqty 100
Serving plattersqty 20

Kitchen

Coolersqty 10
Thermos flasksqty 8
Water jugsqty 12
Cutting boardsqty 6
Chef's knifeqty 6
Pliersqty 8
Serving spoonsqty 8
Kettlesqty 4
Coffee machinesqty 3
Food warmersqty 6
Food containersqty 20
Ice packsqty 30

Cleaning

Mop setsqty 3
Bucketsqty 6
Broom setsqty 4
Litter pickersqty 6
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8
First aid kitsqty 4
Fire blanketsqty 2

Decorations

Stage backdropsqty 2
Organization flagsqty 12
Sponsor bannersqty 20
Tableclothsqty 16

Lighting

LED string lightsqty 8
Battery lanternsqty 12

Catering

Groceries

Tips

Set the stage format before selecting routes. Confirm the number of stages, distances, start and finish locations, timing method and rider limits first; these decisions determine permits, staffing, accommodation and the information published with registration.
Inspect every course in person before publishing route files. Check junctions, technical sections and access for medical support, then create a traffic and safety plan that matches the actual route rather than relying on a map alone.
Apply for permits and arrange insurance as soon as the routes and locations are fixed. Allow several weeks for approvals, and do not announce a final schedule until road access, officials, jury arrangements and medical support are confirmed.
Treat rider information as a timed deliverable. Send route files, start procedures, accommodation details, dietary arrangements and equipment guidance at least 7 days before the first stage, then keep a printed backup for registration and race control.
Test timing and communications before race morning. Set up the timing kits, laptops, printers, power supplies and walkie-talkies at least 2 hours before the first start, and check spare batteries, pumps, tools, inner tubes and course-marking materials before volunteers leave for their posts.

Frequently asked questions

How far in advance should you organise an MTB stage race?: Start planning at least 6 months before the first stage. Use the first 2 months to set the format, select and inspect routes, apply for permits and arrange insurance; open registration only once those fundamentals are progressing.
When should MTB race routes be inspected?: Inspect each route at least 8 to 12 weeks before race week, then make a final check 1 to 2 days before the stage. Weather, construction and access conditions can change, so confirm markings, hazards and emergency access again after the final inspection.
How many volunteers are needed for an MTB stage race?: The number depends on junctions, course length and the number of stages, but assign one named volunteer to every controlled crossing or key course position, plus a reserve team of about 10% of the roster. Confirm assignments at least 7 days before the event and give each person a radio or clear contact method where required.
When should participant information be sent for an MTB stage race?: Send the full participant pack at least 7 days before the first stage. Include route files, start and finish locations, timing instructions, accommodation and catering details, then send any safety or schedule changes immediately rather than waiting for race day.

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.