How to organize a scratch race from start to finish

A scratch race needs more than a start line and a group of riders. Begin by securing the date and venue, then build the course, race format and safety plan around the space you have. Registrations, start groups and volunteer stations should be settled well before race day. The final week is for checking bikes and equipment, confirming the weather plan, preparing race numbers and medals, and making sure food, drinks and power supplies are ready.

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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
Confirm date and location
2 people
2
Set the course and track layout
3 people
3
Check permits and notifications
2 people
4
Check insurance coverage
5
Confirm venue reservation
6
Set the race format and distances
2 people
7
Draw up rules and safety guidelines
2 people
8
Create start groups and a schedule
2 people
9
Send invitations
2 people
10
Open registrations
11
Approach sponsors and prizes
2 people
12
Recruit volunteers
2 people
13
Assign roles and stations
2 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Check participant list
2 people
17
Make race numbers and wristbands
2 people
18
Order prizes and medals
19
Check equipment and bikes
3 people
20
Send competition updates
21
Check weather forecast and alternative
22
Do the shopping
3 people
23
Setting up shelf-stable catering
2 people
24
Chill the coolers and drinks
2 people
25
Charge batteries and rechargeable batteries
2 people

Event

26
Open venue
2 people
27
Conduct a safety inspection
3 people
28
Mark off the course
6 people
29
Mark the start and finish areas
3 people
30
Set up the registration desk
2 people
31
Set up tables and chairs
4 people
32
Set up catering point
3 people
33
Test lighting and power
2 people
34
Test speaker and microphone
2 people
35
Set up the first aid and repair point
3 people
36
Lay out bib numbers
2 people
37
Prepare results registration
2 people
38
Brief volunteers
4 people
39
Receive participants
3 people
40
Handle registration and payment
3 people
41
Hand out race numbers
2 people
42
Check bicycles and equipment
3 people
43
Guide runners to the starting area
3 people
44
Give the opening briefing
2 people
45
Start the first race
4 people
46
Record intermediate results
2 people
47
Staff course stations
6 people
48
Guide riders between heats
3 people
49
Distribute water and fruit
2 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Empty trash bins
2 people
53
Restock supplies at the repair point
2 people
54
Provide music and announcements
2 people
55
Announce the final
2 people
56
Lead the final
6 people
57
Check the final results
3 people
58
Handle prize ceremony
3 people
59
See off participants and visitors
3 people

Aftercare

60
Remove loose equipment from the course
5 people
61
Remove lane markings and barriers
5 people
62
Clean up catering
3 people
63
Wash dishes
2 people
64
Collect and remove waste
3 people
65
Clean the venue
4 people
66
Archive results and participant list
67
Check borrowed equipment
2 people
68
Return materials
3 people
69
Store leftover food
2 people
70
Send report and photos

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Registration desk
Waste binsqty 6

Sports equipment

Competition arena fencingqty 80
Traffic conesqty 30
Crowd barriersqty 20
Lane marking tapeqty 4
Start and finish matsqty 2
Spare bike pumpsqty 3
Tire leversqty 6
Bike tool kitsqty 3
Bicycle standsqty 12
Spare inner tubesqty 12
Bicycle light setsqty 10
Course signsqty 10
Bib numbersqty 120
Bib holdersqty 100
Stopwatchesqty 4
Clipboardsqty 6
Markersqty 20
Medalsqty 12
Cupsqty 6
Repair matqty 2

Safety

First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 8
Fire extinguishersqty 2
Emergency blanketsqty 6

Equipment

Speakerqty 2
Wireless microphone
Mixer
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Power banksqty 6
Megaphonesqty 2
Coolersqty 6
Light Stripsqty 6

Lighting

LED work lightsqty 8
Battery lanternsqty 10

Tableware

Reusable drinking cupsqty 120
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Ice packsqty 24
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 8
Thermos bottlesqty 4

Decorations

Bannersqty 6
Directional signsqty 12
Sponsor bannersqty 10
Tableclothsqty 8
Winner podium sign

Cleaning

Broomsqty 4
Dustpansqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the course before opening registration. Mark the start and finish, riding lanes, spectator areas and repair points, then check that fencing, barriers, cones and course signs match the layout.
Fix the race format and distances before publishing the invitation. Create start groups with realistic gaps, and leave time between heats for riders to clear the course and officials to record results.
Assign every volunteer to one station, such as registration, course safety, timing, repairs or refreshments. Give each station a clipboard, marker and written handover so nobody is guessing during the race.
Check every bike and safety item before the event, not just on the morning itself. Test pumps, tools, spare inner tubes, lights, stopwatches and rechargeable batteries at least 24 hours in advance.
Make the weather decision by a stated deadline, such as 24 hours before the start. If tents, lighting or an alternative course are needed, communicate the change to participants immediately and keep registration informed.

Frequently asked questions

How far in advance should I organize a scratch race?: Start planning at least 8 to 12 weeks ahead. That gives you time to confirm the venue, check permits and insurance, recruit volunteers, open registrations and order medals or prizes.
How many volunteers do I need for a scratch race?: Plan for at least one volunteer at registration, one timing official, one person at each key course or crossing point, and one repair or first-aid contact. For a small race, allow roughly 8 to 12 people; add staff as the course and rider numbers grow.
When should I close registrations for a scratch race?: Close registrations 3 to 7 days before the race, depending on how much time you need for start groups, bib numbers, wristbands and dietary information. Keep a final checked participant list at the registration desk.
What should I do if the weather is bad on race day?: Set a go-or-no-go deadline at least 24 hours before the start and define the alternative in advance. Check whether the course remains safe, whether tents and lighting are usable, and send one clear update to every registered rider.

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.