Keirin race checklist: what to arrange and when

A keirin race needs more than riders and a motor-paced bike. You need a competition venue, permit, insurance, jury, timekeeping, participant rules and a clear safety plan before race day. Registrations also need checking early enough to produce a confirmed start list, race numbers and a workable schedule. Use this checklist to coordinate the venue, officials, pacers, volunteers, equipment and spectator information in the right order.

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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

Reserve competition venue
Apply for competition permit
Check insurance
Record motor pacers
Book jury and timekeeping
Draw up participant rules
2 people
Publish registration form
Send invitations
2 people
Publish audience information
Process registrations
2 people
Collect dietary requirements
Compile start list
2 people
Confirm participants
Check reservations
Print the competition schedule
2 people
Assign volunteers
2 people
Check the shopping list
Do the shopping
2 people
Check bikes technically
3 people
Brief motor pacers
3 people
Prepare jury briefing
2 people
Print route and safety plan
Bring materials to the venue
4 people
Inspect the grounds
3 people
Set out the course
6 people
Set up safety barriers
6 people
Mark the start and finish areas
3 people
Set up bleachers and chairs
6 people
Set up registration desk
2 people
Set up judges' table
2 people
Test sound and microphones
2 people
Test timekeeping
3 people
Lay out bib numbers
2 people
Set up catering point
3 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Register participants
4 people
Hand out race numbers
2 people
Send bikes for inspection
3 people
Welcome the audience
4 people
Give the opening briefing
2 people
Announce safety rules
Support training rides
5 people
Announce the starting order
Guide runners to the start
3 people
Supervise keirin heats
8 people
Record intermediate results
2 people
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Keep checking the course
3 people
Announce finalists
Have finalists warm up
3 people
Lead the final
8 people
Check the result
3 people
Handle prize ceremony
3 people
See the audience out
4 people
Collect lost and found items
2 people
Publish match results

Aftercare

Close catering
3 people
Collect waste
4 people
Wash dishes
3 people
Dismantle the course
6 people
Clear away fences and chairs
6 people
Turn off the sound
2 people
Clean the venue
5 people
Reload materials
4 people
Return materials
2 people
Check bikes again
2 people
Archive results
Email results to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Chairsqty 180
Judges' tableqty 2
High tablesqty 8
Waste binsqty 12

Sports equipment

Lane barriersqty 40
Crowd barriersqty 60
Conesqty 30
Course tapeqty 8
Bib numbersqty 40
Race numbersqty 40
Cycling helmetsqty 40
Keirin track markings
Motor-paced bike
Spare road bikesqty 2
Bike pumpsqty 4
Bicycle standsqty 12
Tool casesqty 2
Spare inner tubesqty 20
Spare bicycle chainsqty 4
Bottle holdersqty 20
Stop signsqty 6
Warning flagsqty 8
Reflective vestsqty 20
Rain coversqty 20
First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 12
Neck bracesqty 2
Athletic tapeqty 8
Cable tiesqty 200
Gaffer tapeqty 8
Measuring tapesqty 3
Spirit levelsqty 2

Equipment

Sound system
Microphonesqty 3
Microphone standsqty 2
Speakersqty 4
Extension cordsqty 8
Power stripsqty 6
Laptopqty 2
Tabletsqty 3
Walkie-talkiesqty 12
Digital stopwatchqty 4
Printer
Power banksqty 8
Cable reelsqty 4
Laptop chargersqty 4
Label printer

Lighting

Work lightsqty 6
String lightsqty 6
Battery lanternsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Pouring jugsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Ice packsqty 30

Decorations

Competition bannersqty 8
Start and finish bannersqty 2
Directional signsqty 12
Stage sign
Tableclothsqty 10
Participant signsqty 40
Directional signsqty 20
Wristbandsqty 250
Medal holdersqty 3
Winner's cupsqty 3
Medalsqty 3
Certificatesqty 10

Catering

Groceries

Cleaning

Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Waste binsqty 8

Tips

Apply for the competition permit and confirm insurance before publishing registration details. Requirements can affect the venue layout, rider rules and safety arrangements.
Record and brief the motor pacers before race day. Confirm the motor-paced bike, spare bikes, helmets, pumps, tool cases and replacement parts are available and technically checked.
Close registrations early enough to process entries, collect dietary requirements and confirm participants. Aim to issue the start list and printed schedule at least 3–5 days before the race.
Make the safety plan visible to everyone working on the course. Mark the keirin track, set lane and crowd barriers, and use cones and course tape to separate riders, officials and spectators.
Bring venue and race materials before setup begins, then inspect the grounds before setting out the course. Test the sound system, microphones, speakers, laptop and tablets while there is still time to fix power or connection problems.

Frequently asked questions

How far in advance should I organise a keirin race?: Start venue, permit and insurance arrangements at least 8–12 weeks before race day. Open registration only after the venue and competition requirements are confirmed.
When should I close keirin race registration?: Close registration around 7–10 days before the race so you have time to process entries, confirm riders, collect dietary requirements and prepare the start list. Print the final schedule 3–5 days beforehand.
What equipment do I need for a keirin race?: Plan for course and crowd barriers, cones, track markings, bib and race numbers, helmets, a motor-paced bike, bicycle stands, pumps, tools and spare inner tubes and chains. You also need a judges’ table, timing equipment, a sound system and reliable extension cords and power strips.
How many volunteers are needed for a keirin race?: Assign volunteers before race week, with separate coverage for registration, course access, rider support, spectator control and equipment. The exact number depends on the venue, but create a named rota at least 7 days before the event so every position has cover.

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.