How to organize a pump track race

A pump track race needs more than a track and a start line. Set the competition format first, then work through safety, permits, staffing, registrations and equipment in that order. The details that cause delays are usually decided too late: race categories, start numbers, judging roles, weather plans and access to power. Use this plan to build the event around clear race information and a practical race-day setup.

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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
Determine race categories
2 people
3
Draw up rules
2 people
4
Develop safety plan
3 people
5
Reserve competition venue
6
Check permits
7
Check insurance
8
Assign judges
2 people
9
Arrange first aid staffing
2 people
10
Recruit volunteers
2 people
11
Send invitations
2 people
12
Publish promotion online
2 people
13
Process registrations
2 people
14
Check participant details
2 people
15
Collect dietary requirements
16
Assign start numbers
2 people
17
Prepare start lists
2 people
18
Order prizes
19
Reserve rental equipment
20
Make a shopping list
2 people
21
Do the shopping
3 people
22
Print race numbers
23
Print participant information
24
Check the weather forecast
25
Collect materials
3 people
26
Fill coolers
2 people
27
Charge batteries
2 people
28
Inspect venue
3 people
29
Sweep the pump track
4 people
30
Put up barriers
4 people
31
Build party 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 up catering point
3 people
36
Test audio and microphone
2 people
37
Test timekeeping
3 people
38
Set up the first aid station
2 people
39
Brief volunteers
3 people

Event

40
Register participants
4 people
41
Hand out race numbers
2 people
42
Check bikes and helmets
3 people
43
Supervise the training session
4 people
44
Give riders briefing
2 people
45
Guide qualifying rounds
6 people
46
Record intermediate results
2 people
47
Refill drinks
2 people
48
Serve snacks and sandwiches
3 people
49
Announce finalists
50
Assist with the finals
6 people
51
Check results
3 people
52
Handle prize ceremony
3 people
53
Photograph the winners
2 people
54
Guide the audience to the exit
3 people

Aftercare

55
Mark off the competition area
3 people
56
Collect waste
4 people
57
Clean tableware and supplies
3 people
58
Take down tents and furniture
5 people
59
Clean the venue
4 people
60
Load materials
4 people
61
Return rental items
2 people
62
Publish results online
63
Thank participants
2 people
64
Report damaged materials

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
High tablesqty 4
Judges' table
Clothing rack

Equipment

Laptopqty 2
Tabletsqty 3
Printer
Portable speakersqty 2
Wireless microphone
Power strip adaptersqty 4
Extension cordsqty 6
Power banksqty 4
Megaphone

Sports equipment

Bib numbersqty 120
Race bib strapsqty 120
Spare bicyclesqty 2
Bike pumpsqty 3
Allen key setsqty 3
Tire leversqty 6
Spare inner tubesqty 12
Bike pump with pressure gauge
Stopwatchqty 4
Scoreboardsqty 4
Medalsqty 12
Cupsqty 12
Stage blocksqty 3
First aid kitqty 2
Emergency blanketsqty 10
Cold packsqty 12
Safety vestsqty 15
Walkie-talkiesqty 8
Clipboardsqty 8
Pensqty 40
Markersqty 12
A4 printing paperqty 2
Scalesqty 2
Number signsqty 20
Crowd control barriersqty 30
Barrier tapeqty 4
Traffic conesqty 30
Sandbagsqty 20
Floor matsqty 6

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4
Serving bowlsqty 6
Serving traysqty 6
Coolersqty 6
Water jugsqty 8

Decorations

Stage backdrop
Buntingqty 8
Bannersqty 6
Direction signsqty 12
Information boardsqty 8
Tableclothsqty 8

Lighting

LED string lightsqty 6
Work lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning spongesqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the format and race categories before opening registration. Decide how many riders can enter each category, how heats progress and whether age or ability determines grouping, then publish those rules with the entry information.
Write the safety plan before assigning the schedule. Include first-aid coverage, emergency access, rider briefing points and who stops a race; confirm the first-aid team no later than the week before the event.
Allow time for registration checks and start lists. Close entries early enough to verify participant details, collect dietary requirements and print race numbers and information at least one day before race day.
Give every race-day role a named person, not just a volunteer group. Assign judges, registration staff, announcer support, course helpers and equipment leads, with a short briefing before the first heat.
Test the practical setup before riders arrive. Check the laptop, tablets, printer, stopwatch, scoreboards, microphone and speakers, and put pumps, tools, spare tubes and first-aid supplies where they can be reached within a few minutes.

Frequently asked questions

How far in advance should I organize a pump track race?: Start planning at least 8 to 12 weeks ahead. Reserve the venue, check permits and insurance, set the format and recruit key staff first; registrations and promotion can follow once those decisions are fixed.
How many volunteers do you need for a pump track race?: Plan on at least 1 volunteer for registration, 2 to 3 course or rider-support helpers, 2 judges and 1 event lead, then add staff for first aid and announcements. For larger fields, add one helper for every 20 to 30 riders.
When should pump track race registration close?: Close registration 5 to 7 days before race day if possible. That leaves time to check participant details, assign start numbers, prepare start lists and print race information without changing the schedule at the last minute.
What equipment is easy to forget for a pump track race?: Power and repair equipment are often missed: extension cords, power strips, power banks, a pump with a pressure gauge, tire levers, Allen keys and spare inner tubes. Check these 2 to 3 days before the race, along with the printer, stopwatch and public-address equipment.

Start this plan in Lizzt

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