Junior race checklist: organise the event step by step

A junior race needs more than a course and a start line. You need to secure the venue, permit and insurance first, then organise registrations, officials, first aid and traffic control. In the final days, the course, equipment, drinks and volunteer roles all need a second check. This checklist puts those jobs in a practical order, so you can see what must be arranged early and what belongs on race day.

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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

Confirm the competition venue
2 people
Apply for competition permit
Set out the course temporarily
3 people
Draw up traffic plan
2 people
Schedule traffic controllers
Book jury and timekeeping
Arrange first aid staffing
Check insurance coverage
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile start lists
2 people
Send participant information
Prepare the volunteers briefing
2 people
Check the shopping list
2 people
Check competition materials
2 people
Set up bike racks
2 people
Do the shopping
3 people
Chill drinks
2 people
Check the course again
3 people
Set up traffic measures
6 people
Build the start and finish arch
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up judges' table
2 people
Set up catering point
3 people
Test sound system
2 people
Check power supply
2 people
Mark the course
4 people
Place corner markers
3 people
Lay out bib numbers
2 people
Prepare first aid supplies
2 people
Brief volunteers
3 people

Event

Open registration
3 people
Hand out race numbers
2 people
Check licenses and details
2 people
Guide runners to the start
3 people
Instruct the audience along the course
4 people
Give the signal
2 people
Record match progress
3 people
Serve the round platter
Secure the course
8 people
Stop traffic
8 people
Record finish times
3 people
Welcome riders
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve sandwiches and fruit
3 people
Empty trash bins
2 people
Incident reporting
Check the result
2 people
Set out prizes
2 people
Support awards ceremony
4 people
Make final announcements
Clear the course
4 people

Aftercare

Remove traffic materials
6 people
Take down the start and finish arch
4 people
Take down party tents
4 people
Collect furniture
4 people
Wash dishes and supplies
3 people
Clean the catering area
3 people
Clean the course
5 people
Collect waste
4 people
Hand over the venue
2 people
Return borrowed items
2 people
Publish the results
Thank participants
Archive permit documents
Process expenses and invoices
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 40
Bicycle racksqty 8
Waste binsqty 8

Equipment

Sound system
Microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Stopwatchesqty 4
Walkie-talkiesqty 10

Sports equipment

Bib numbersqty 120
Race numbersqty 120
Round board
Stage blocksqty 3
Competition callsqty 2
Spare bike pumpsqty 3
Tire leversqty 6
Spare inner tubesqty 12
Bike tool kitsqty 2

Traffic and safety

Crowd barriersqty 40
Traffic conesqty 40
Barrier tapeqty 8
Traffic signsqty 20
Conesqty 30
Safety vestsqty 25
Stop signsqty 12
Flashlightsqty 8

Safety

First aid kitsqty 2
Emergency blanketsqty 12
Disposable glovesqty 2
Hand sanitizerqty 4

Jury and registration

Starting listsqty 20
Result formsqty 20
Clipboardsqty 8
Pensqty 30
Markersqty 10
Printer
Printer paperqty 2
Timing sheetsqty 50

Decorations

Start/finish bannersqty 2
Flagsqty 20
Stage ribbonsqty 3

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4
Serving jugsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Ice packsqty 20
Food containersqty 12

Cleaning

Trash bagsqty 100
Paper towelsqty 12
Cleaning clothsqty 20
All-purpose cleanerqty 4
Dish soapqty 3

Catering

Groceries

Tips

Apply for the competition permit and confirm insurance coverage before publishing registration details. Permit processing can take several weeks, so do not leave it until the final month.
Set the course out temporarily and walk or ride it again before race day. Check every crossing, turn and barrier position, then place traffic signs, cones, barriers and safety vests where controllers can use them clearly.
Close registration early enough to compile accurate start lists and bib numbers. Send participant information at least 3–5 days before the race, including arrival instructions, start times and any dietary arrangements.
Give volunteers a written briefing and assign traffic controllers, first aid staff, jury members and timekeepers by name. Schedule at least one short briefing before the first start so everyone knows the radio or phone procedure.
Prepare the practical setup in one sequence: bike racks, tents, tables, chairs, start and finish arch, sound equipment and refreshments. Chill drinks on the day before if possible, and test extension cords, microphones and stopwatches before participants arrive.

Frequently asked questions

How far in advance should I organise a junior race?: Start at least 8–12 weeks ahead. Use the first weeks for the venue, permit, insurance, officials and staffing; open registration only once the main arrangements are confirmed.
When should registration close for a junior race?: Close registration 5–7 days before the event if possible. That gives you time to process entries, collect dietary requirements, compile start lists and prepare bib or race numbers.
How many volunteers are needed for a junior race?: The number depends on the course, but plan separate people for traffic control, first aid, jury and timekeeping, registration and setup. Confirm the rota at least 7 days before race day and keep a small reserve for breaks or absences.
What should I check the day before a junior race?: Recheck the course, weather-sensitive traffic measures, competition materials, start lists and volunteer briefing. Also chill the drinks, charge or test communications equipment, and confirm that tents, tables, chairs and bike racks are ready for setup.

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.