How to organize an alleycat race

An alleycat race works best when the route, checkpoint tasks and race-day roles are fixed before you invite riders. Start with the course and permissions, then build registration around the information you need from participants. In the final week, check every turn, prepare checkpoint packs and test your timing system. On race day, volunteers need simple instructions, reliable communication and a clear plan for hazards, detours, drinks and minor bike problems.

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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
Determine route and checkpoints
2 people
2
Set start and finish locations
2 people
3
Apply for the required permissions
4
Send invitations
2 people
5
Process registrations
2 people
6
Check participant details
2 people
7
Collect dietary requirements
8
Order prizes and race numbers
9
Check cycling route
2 people
10
Develop checkpoint tasks
2 people
11
Mark detours and hazards
2 people
12
Recruit volunteers for checkpoints
13
Send volunteer instructions
14
Assign checkpoint coverage
15
Print start numbers and route maps
2 people
16
Prepare checkpoint cards
2 people
17
Check prizes and medals
18
Confirm reservations and deliveries
19
Do the shopping
2 people
20
Check bicycle tools
2 people
21
Test timekeeping
2 people
22
Print participant list
23
Chill drinks
2 people
24
Set out snacks and fruit
2 people
25
Assemble checkpoint packs
3 people

Event

26
Set up the start location
3 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Put up route signs
4 people
30
Set up checkpoint locations
8 people
31
Connect the sound system
2 people
32
Set up registration desk
2 people
33
Set up the first aid and repair point
2 people
34
Instruct checkpoint volunteers
10 people
35
Register participants
4 people
36
Check bicycles and equipment
2 people
37
Give participant briefing
2 people
38
Send off the start groups
3 people
39
Record split times
3 people
40
Check checkpoint cards
8 people
41
Follow traffic and safety alerts
2 people
42
Serve drinks and snacks
3 people
43
Refill drinks
2 people
44
Provide first aid and bike repairs
2 people
45
Register finishers
3 people
46
Calculate final standings
2 people
47
Handle prize ceremony
3 people
48
Receive the last participants
2 people

Aftercare

49
Collect checkpoint materials
6 people
50
Remove route signs and barriers
4 people
51
Take down tents and furniture
4 people
52
Collect and sort waste
3 people
53
Clean the venue
3 people
54
Clean tableware and supplies
3 people
55
Send results and photos
56
Return borrowed materials
2 people
57
Handle lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 16
Waste binsqty 6

Sports equipment

Bib numbersqty 80
Checkpoint cardsqty 80
Route mapsqty 80
Traffic conesqty 30
Route arrowsqty 40
Sidewalk chalkqty 10
Bike pumpsqty 3
Tire repair kitsqty 4
Bike tool kitsqty 2
Reflective vestsqty 12

Equipment

Stopwatchesqty 4
Walkie-talkiesqty 10
Power banksqty 6
Extension cordsqty 3
Speakersqty 2
Microphone
Power stripsqty 4

Lighting

LED work lightsqty 4
Battery lanternsqty 6

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving traysqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6

Decorations

Start/finish banner
Prize ribbonsqty 6

Catering

Groceries

Cleaning

Bucketsqty 3
Broom setsqty 2
Floor squeegeesqty 2
Hand brushes and dustpanqty 3
Rubber glovesqty 6

Administration

Clipboardsqty 8
Ballpoint pensqty 30
Waterproof markersqty 12
Notepadsqty 8
Cash box

Tips

Plan the route before opening registration. Set the start and finish points, define every checkpoint and ride the full course yourself; mark hazards and detours rather than relying on riders to find them.
Give each checkpoint a complete pack at least one day early. Include the checkpoint cards, instructions, timing method, a stopwatch, communication equipment and any route markings needed at that location.
Recruit one volunteer per active checkpoint, plus at least one spare for a 5–6 checkpoint race. Send the instructions before race day and assign coverage by name, including who takes over during breaks.
Close the registration details before printing anything. Confirm names, emergency contacts and dietary requirements 3–5 days before the race, then print the participant list, bib numbers and route maps.
Test timing, power and bike support before riders arrive. Check stopwatches, power banks and communications, and place pumps, tire repair kits and bike tools where volunteers can reach them without leaving the checkpoint unattended.

Frequently asked questions

How far in advance should I organize an alleycat race?: Start planning at least 6–8 weeks before the race. Apply for permissions early, because route approval and use of public space can take longer than ordering bib numbers or prizes.
How many volunteers do I need for an alleycat race?: Plan for one volunteer at every active checkpoint and keep one or two spare volunteers for a race with up to 6 checkpoints. Add a separate person for start and finish timing if those locations are not next to each other.
When should I check the alleycat route?: Ride the complete route once during planning and again 1–3 days before the race. Recheck roadworks, blocked passages, dangerous crossings and checkpoint access, then update maps and markings immediately.
What should participants receive before an alleycat race?: Send the start time, start location, safety rules and registration details at least 3 days in advance. Give route maps and any checkpoint instructions at the start unless revealing them earlier is part of the format.

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