MTB race checklist: what to arrange and when
An MTB race needs more than a marked route and a start line. You need time to secure the course permit, confirm insurance, book timing and toilets, and coordinate traffic and first aid before registrations open. This checklist puts those decisions in a workable order, from choosing the competition format to preparing race numbers, signage, volunteers and the finish area. It also helps you spot the details that are often left until race week, such as spare tubes, radios and waste collection.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set competition format
2 people
Scout the course
3 people
Apply for the course permit
Check insurance
Reserve competition venue
Determine the start and finish area
3 people
Develop the course route
3 people
Identify safe crossing points
3 people
Set participant categories
2 people
Publish registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Publish competition rules
Reserve timing
Reserve sound system
Reserve toilets
Arrange waste collection
Order prizes and cups
Design race numbers
Print route maps
Assign volunteers
2 people
Coordinate the first aid station
2 people
Coordinate traffic measures
2 people
Inform nearby residents
2 people
Check material stock
2 people
Check the shopping list
2 people
Do the shopping
3 people
Sort bib numbers
3 people
Set out prizes
2 people
Fill coolers
2 people
Set out the course
6 people
Place warning signs
4 people
Build the start and finish arch
4 people
Set up tents and tables
5 people
Set up registration desk
2 people
Connect sound and power
2 people
Set out first aid supplies
2 people
Set up catering
4 people
Brief volunteers
3 people
Event
Register participants
4 people
Hand out race numbers
3 people
Carry out bike checks
2 people
Give the riders briefing
2 people
Guide the start procedure
4 people
Staff the course checkpoints
12 people
Carry out timekeeping
3 people
Carry out finish registration
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Inform the audience
2 people
Check course safety
3 people
Process results
2 people
Support awards ceremony
3 people
Receive the last participants
3 people
Collect lost property
Aftercare
Remove course materials
6 people
Take down tents and tables
5 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
4 people
Load equipment
4 people
Hand over the venue
2 people
Return rental items
2 people
Publish results
Thank participants
Check deposit and materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Foldable tablesqty 10
- Folding chairsqty 30
- High tablesqty 6
- Tablecloth coversqty 10
- Waste binsqty 12
Sports equipment
- Start arch
- Finish arch
- Bib numbersqty 200
- Race numbersqty 200
- Competition ribbonqty 20
- Conesqty 60
- Crowd barriersqty 20
- Barrier tapeqty 12
- Course signsqty 30
- Directional signsqty 40
- Kilometer markersqty 10
- Spare bike pumpsqty 4
- Bike repair standsqty 2
- Basic tool kitsqty 3
- Spare inner tubesqty 12
- Bicycle standsqty 30
- Stage blocksqty 3
- Medalsqty 30
- Cupsqty 12
Equipment
- Timing set
- Laptopqty 2
- Printer
- Walkie-talkiesqty 12
- Mobile phonesqty 4
- Sound system
- Microphoneqty 2
- Extension cordsqty 6
- Power stripsqty 8
- Power banksqty 6
Lighting
- LED lampsqty 8
- Battery lanternsqty 8
Tableware
- Reusable cupsqty 300
- Coffee cupsqty 80
- Platesqty 150
- Cutlery setsqty 150
- Serving plattersqty 12
- Serving tongsqty 8
Kitchen
- Coolersqty 8
- Thermos flasksqty 6
- Kettlesqty 2
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Ice packsqty 30
Cleaning
- Washing-up bowlsqty 4
- Dish brushesqty 4
- Cleaning spongesqty 12
- Hand broomsqty 4
- Litter pickersqty 4
Catering
- Groceries
Tips
- Start with the course and permissions. Scout the route, identify safe crossing points, confirm the start and finish area, and submit the course permit application before publishing the registration form.
- Set categories, rules and registration details before inviting riders. Include a clear deadline for entries and collect dietary requirements early enough to plan food for participants and volunteers.
- Book specialist services as soon as the date is fixed. Timing, toilets, sound, insurance, traffic measures and first aid are easy to overlook and may not be available if arranged only a few weeks before the race.
- Prepare the course pack separately from the start area. Print route maps, race numbers, course signs, directional signs and kilometre markers, then check that cones, barriers and barrier tape cover every point needing control.
- Plan a repair and communication point at the venue. Place spare pumps, repair stands, basic tool kits and spare inner tubes where riders can reach them, and test the walkie-talkies, phones, laptop, printer and timing set before race morning.
Frequently asked questions
- How early should I start organising an MTB race?
- Start at least 6 months before race day if you need a course permit, traffic measures and multiple suppliers. Aim to have the route, venue, insurance and competition format agreed within the first 4 weeks.
- When should MTB race registration open?
- Open registration after the route, categories, rules and permit process are clear—usually 8 to 12 weeks before the race. Set a closing date at least 7 days before race day so you can process entries and print race numbers.
- How many volunteers do I need for an MTB race?
- The number depends on the route and crossing points, but assign one named volunteer to every controlled crossing, start and finish duty, registration, first aid coordination and course support. Finalise assignments at least 2 weeks before the race and give each person a phone or walkie-talkie.
- What equipment should I prepare for an MTB race?
- Prepare timing equipment, a laptop and printer, race numbers, route and directional signs, cones, barriers, radios and basic bike-repair supplies. Check and label everything 2 to 3 days before the race, then keep spare batteries, tubes and printed contact lists on site.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!