Individual time trial checklist

An individual time trial depends on a fixed course, accurate timing and clear movement around the start and finish. This checklist takes you from choosing the date and securing permissions to publishing the start list and checking the site. It also covers the details that are easy to leave until race morning, such as bib sorting, spare bike equipment, radio checks and instructions for timekeepers. Work through the plan in order so participants, volunteers and traffic controllers know exactly what to do.

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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

Set the course and date
2 people
Reserve start and finish location
Submit permits and traffic plan
Recruit traffic controllers and volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Publish start list
Create the volunteer schedule
2 people
Send participant information
Print bib numbers and time cards
2 people
Prepare the results form
Check the weather forecast
Do the shopping
2 people
Collect materials
3 people
Check bicycles and spare equipment
2 people
Sort bib numbers
2 people
Instruct timekeepers
2 people
Brief traffic controllers
2 people
Inspect the site
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Mark the start and finish areas
3 people
Put up course signage
4 people
Set up traffic barriers
4 people
Set up the registration table
2 people
Test timekeeping
3 people
Set up the first aid and repair point
2 people
Set out coffee and water
2 people

Event

Register volunteers
2 people
Register participants
3 people
Hand out race numbers
2 people
Guide participants to the starting pen
2 people
Carry out the start procedure
3 people
Staff traffic posts
8 people
Carry out finish registration
3 people
Refill drinks
2 people
Serve snacks
2 people
Check results
2 people
Set out prizes
2 people
Support awards ceremony
3 people
Inform participants of the results
2 people
Clear the course
3 people

Aftercare

Remove traffic barriers
4 people
Remove course signage
4 people
Dismantle tents, tables and chairs
4 people
Wash dishes and supplies
3 people
Collect and remove waste
3 people
Clean the grounds and restrooms
3 people
Archive results and participant list
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable drinking cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Stopwatchesqty 4
Walkie-talkiesqty 8
Megaphone
Power banksqty 4

Sports equipment

Bib numbersqty 100
Bib holdersqty 100
Spare bicyclesqty 2
Bike pumpsqty 3
Tool casesqty 2
Traffic conesqty 40
Course signsqty 20
Conesqty 20
Rolls of barrier tapeqty 6

Safety

Traffic barriersqty 20
First aid kitsqty 2
Safety vestsqty 15
Emergency blanketsqty 10
Flashlightsqty 6

Organization

Clipboardsqty 8
Ballpoint pensqty 30
Markersqty 10
Printer paperqty 2
Prize money envelopesqty 10

Lighting

Work lightsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3

Catering

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Water jugsqty 6
Prizes and medalsqty 10
Groceries

Tips

Set the course and date before opening registration. You need the route, start and finish locations, permit requirements and traffic plan before promising participants a race slot.
Publish participant information before race week, including arrival instructions, start procedure and what happens at the finish. Send the final start list as soon as starter groups are assigned, rather than relying on last-minute messages.
Prepare timing materials in advance: print bib numbers and time cards, complete the results form and test every stopwatch. Brief timekeepers on the recording method and keep a laptop, printer and power banks available if results need to be processed on site.
Count volunteers by role, not just by total headcount. Schedule separate people for traffic control, timekeeping and start or finish support, then give traffic controllers a briefing before the course is opened.
Inspect the course on the day and mark the start and finish clearly with cones, signs, barriers or barrier tape. Check that safety vests, first aid kits, emergency blankets, spare bicycles, pumps and tool cases are accessible before the first rider starts.

Frequently asked questions

How far in advance should I organise an individual time trial?: Start planning at least 8 to 12 weeks before the event. Set the course and date first, then allow time for permits, traffic planning, volunteer recruitment, registration and participant communication.
When should registration close for an individual time trial?: Close registration at least 7 days before the event if you need to assign starter groups and print bib numbers and time cards. Send the final start list once registrations have been checked and processed.
How many timekeepers do I need for an individual time trial?: Plan at least two trained timekeepers for the finish, with one recording times and one checking entries or handling the results form. Add a third person when the field is large enough that riders may finish close together.
What should I check on the morning of an individual time trial?: Inspect the course, confirm the start and finish markings, test stopwatches and walkie-talkies, and check the weather forecast. Complete these checks at least 60 minutes before the first start so there is time to fix missing signs or equipment.

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.