Night course checklist: what to arrange and when

A night course needs more than a route and a start time. You need permits, insurance, a traffic plan, reliable lighting and a clear system for registration and timing. Start with the date and route, then work toward volunteers, participant information and course setup. This checklist helps you keep the practical details together, including the equipment people often remember only after dark: barriers, radios, work lights, power banks and spare bicycle supplies.

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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

Record date and route
2 people
Apply for permits
Check insurance
Develop the traffic plan
2 people
Inspect the course
2 people
Design race numbers
Open registration form
Send invitations
2 people
Recruit volunteers
2 people
Make reservations
Process registrations
2 people
Collect dietary requirements
Compile start list
2 people
Send participant information
Distribute route warnings
Check the weather forecast
Print bib numbers
2 people
Print the run sheet
Do the shopping
2 people
Collect materials
3 people
Check bicycles and equipment
2 people
Chill drinks
2 people
Set out the course
6 people
Set up traffic barriers
4 people
Set up traffic signs
3 people
Build the start and finish arch
4 people
Set up registration tables
3 people
Set up crowd barriers
4 people
Hang lighting
3 people
Fill coolers
2 people
Prepare snacks
3 people
Set up first aid table
2 people
Test time tracking
2 people
Brief volunteers
3 people

Event

Staff the registration desk
3 people
Hand out race numbers
2 people
Inspect bicycles
2 people
Welcome the audience
2 people
Guide runners to the start
2 people
Give the signal
2 people
Staff the course checkpoints
8 people
Register rider check-ins
3 people
Check the lighting
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check the final standings
2 people
Present prizes
3 people
Guide the last participants
2 people
See the audience out
2 people
Clear the course
4 people

Aftercare

Remove traffic barriers
4 people
Remove traffic signs
3 people
Take down the start and finish arch
4 people
Dismantle furniture
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
2 people
Publish results
Thank participants
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 30
High tablesqty 6
Waste binsqty 8

Sports equipment

Start and finish arch
Traffic conesqty 60
Traffic barriersqty 25
Traffic signsqty 12
Ribbonsqty 6
Race bib beltsqty 120
Bike pumpsqty 3
Basic tool kitsqty 3
Spare inner tubesqty 20
Bicycle standsqty 10

Lighting

LED string lightsqty 8
LED work lightsqty 6
Rechargeable flashlightsqty 10
Batteriesqty 24

Equipment

Laptop
Time registration system
Walkie-talkiesqty 10
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6

Tableware

Reusable cupsqty 250
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Serving plattersqty 12
Pitcherqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Pliersqty 6
Storage binsqty 12

Decorations

Tableclothsqty 8
Route arrowsqty 20
Stage cardsqty 3

Cleaning

Hand broomsqty 4
Litter pickersqty 4
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Start with the date, route, permits and insurance before opening registration. Allow at least 4–6 weeks for permits and route coordination, especially if traffic signs or barriers are needed.
Inspect the course in daylight and again after dark. Check every turn, crossing and narrow section, and plan LED work lights, rechargeable flashlights or string lights where participants and volunteers need to see clearly.
Send participant information several days before the event, including the start time, route warnings, parking or access instructions and what to do in poor weather. Collect dietary requirements before buying food and drinks.
Prepare the timing and communication setup before race day. Test the laptop, time registration system and walkie-talkies together, and charge power banks and batteries the day before.
Set out the route before participants arrive, not during registration. Place traffic cones, barriers, signs, ribbons and the start and finish arch, then check the full course with a bicycle pump, tool kit and spare inner tubes available.

Frequently asked questions

How far in advance should I organise a night course?: Start planning at least 6–8 weeks ahead. Record the date and route first, then apply for permits, check insurance and develop the traffic plan before opening registration.
When should I send information to night course participants?: Send the participant information 3–5 days before the event, after the start list and route warnings are ready. Include the meeting point, timing, course details, clothing or lighting guidance and weather arrangements.
What lighting do I need for a night course?: Plan lighting for the start and finish, registration, crossings, turns and work areas. Have LED work lights, rechargeable flashlights, batteries, extension cords and power banks ready, and test them at least 24 hours beforehand.
When should I set up barriers and route signs?: Set up traffic barriers, cones and signs on the event day before registration opens, allowing at least 2 hours for the full route. Walk or cycle the course once afterward to confirm that every marker is visible in the dark.

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.