Mountain bike race checklist

A mountain bike race depends on more than a marked trail and a start time. You need the venue and competition permit confirmed early, then a clear route, participant rules, registration process and volunteer plan. In the final week, check the forecast, prepare rider information and gather equipment for course marking, timing, bike parking and repairs. On race day, set up the start and finish areas before riders arrive and inspect every hazard and arrow once more.

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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
Check the course
3 people
Map out the course route
3 people
Determine the start and finish location
2 people
Draw up participant rules
Publish registration form
Send invitations
2 people
Promote the competition
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Assign start numbers
2 people
Make reservations
Recruit volunteers
2 people
Assign volunteers
2 people
Send the course instructions
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Prepare the bike parking
3 people
Mark off the start and finish area
4 people
Set out the course
8 people
Mark hazardous obstacles
4 people
Place arrows along the course
5 people
Set up drink station
3 people
Set up the first aid station
2 people
Set up registration tables
3 people
Build the catering point
4 people
Test sound and walkie-talkies
2 people
Test timekeeping
3 people
Lay out bib numbers
2 people
Distribute the medical contact list
Brief volunteers
3 people

Event

Register participants
5 people
Hand out race numbers
3 people
Check bikes and helmets
3 people
Guide runners to the starting area
3 people
Give the riders briefing
2 people
Provide the starting signal
2 people
Carry out course inspection
6 people
Record timing
3 people
Register runners at the finish
4 people
Staff the drink station
4 people
Refill drinks
2 people
Staff the first aid station
2 people
Incident reporting
Guide the audience along the course
4 people
Serve coffee and tea
3 people
Serve sandwiches and snacks
4 people
Replenish catering supplies
2 people
Empty trash bins
2 people
Publish interim results
2 people
Direct finishers to the recovery area
2 people
Check the final results
3 people
Prepare awards ceremony
3 people
Handle prize ceremony
4 people
Take finish photos
2 people
Inform participants of the results
2 people
Serve the final drinks
2 people

Aftercare

Remove course materials
8 people
Remove barriers
4 people
Clean up catering
4 people
Wash dishes
3 people
Clean the venue
5 people
Dispose of waste
3 people
Secure timekeeping equipment
2 people
Collect lost and found items
2 people
Inventory materials
2 people
Return borrowed materials
3 people
Publish results online
Send participants' photos
Submit permit report

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 40
Folding benchesqty 6
Waste binsqty 8
Bicycle racksqty 20
Crowd barriersqty 40

Sports equipment

Course signsqty 40
Arrowsqty 35
Traffic conesqty 80
Barrier tapeqty 10
Bib numbersqty 250
Race bib strapsqty 250
Spare bib numbersqty 30
Medal ribbonsqty 250
Medal holdersqty 250
Drink cups for postqty 600
Mountain bike maintenance standsqty 2
Bike pumpsqty 4
Bike tool kitsqty 3
Spare inner tubesqty 20
Bike tire leversqty 6
Cable tiesqty 300
Finish arch
Start flagsqty 4
Stage elementsqty 3

Equipment

Walkie-talkiesqty 12
Megaphonesqty 2
Stopwatchesqty 6
Digital clocksqty 4
Laptopsqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Battery chargersqty 6
Camerasqty 2

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 30
Flashlightsqty 10

Tableware

Reusable cupsqty 250
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving bowlsqty 8

Lighting

Work lightsqty 6
String lightsqty 4

Decorations

Competition bannersqty 6
Tableclothsqty 12

Cleaning

Waste binsqty 4
Hand broomsqty 4
Litter pickersqty 4

Catering

Groceries

Tips

Start with the venue and permit: confirm access, insurance or authority requirements, and the competition permit before publishing registration. Allow at least 6–8 weeks if an approval process is involved.
Walk and map the full course before opening registration. Record steep sections, crossings and hazardous obstacles, then place course signs, arrows, cones and barrier tape where riders can see them at speed.
Close registration early enough to check the participant list, assign bib numbers and prepare spare numbers. Send course instructions before race day, including the start location, parking arrangements and key rules.
Assign volunteers by post rather than asking for general help. Cover the start, finish, course crossings, registration, bike parking and communications, and give each team a walkie-talkie or clear backup contact.
Prepare a repair point near the start or finish with maintenance stands, pumps, tool kits, spare inner tubes and tire levers. Keep cable ties, spare bib numbers, timing devices and weather protection together in one labelled race-day kit.

Frequently asked questions

How far in advance should I organise a mountain bike race?: Begin venue confirmation and permit applications at least 6–8 weeks before the race. Open registration only after the route, rules, start and finish locations are clear.
How do I mark a mountain bike race course?: Walk the route first and identify every junction, hazard and crossing. Use arrows and course signs at decision points, and add cones or barrier tape around hazards; recheck the full course on race morning.
How many volunteers do I need for a mountain bike race?: Plan at least one volunteer for registration, one for the start, one for the finish and one at each road crossing or high-risk point. Add a course team for longer routes and assign a coordinator to manage replacements.
What equipment is needed for a mountain bike race?: Prepare course signs, arrows, cones, barrier tape, bib numbers, timing equipment, walkie-talkies and start or finish markers. For rider support, provide bike stands, pumps, tool kits, spare inner tubes and tire levers.

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.