Permanent race checklist: what to arrange and when

A permanent race needs more than a route and a starting point. You need to test the course, make hazards visible, manage registrations, brief volunteers, and prepare riders for the day itself. This checklist puts those jobs in a workable order, from reserving the start location to printing participant lists and setting out refreshments. Pay particular attention to route markings, mobile power, bicycle support, and dietary information: these are easy to overlook until setup is already underway.

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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 starting location
Map out the route and distances
2 people
Mark safe route points
2 people
Create a participant form
Send invitations
2 people
Process registrations
Collect dietary requirements
Share the route digitally
Drive the route again
2 people
Check the starting location
2 people
Assign volunteers
2 people
Map traffic points
2 people
Update participant list
Assign start numbers
Prepare route signs
2 people
Sort arrows and ribbons
2 people
Organize bicycle parking
2 people
Check material stock
2 people
Check the shopping list
Do the shopping
2 people
Prepare drinks and cooling
2 people
Prepare snacks and fruit
3 people
Assemble starter packs
3 people
Print route maps
Print participant list
Prepare bicycle repair materials
2 people
Load route signs
2 people
Mark out the route
4 people
Set up checkpoints
4 people
Set up the start and finish area
5 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up bicycle parking
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare starter packs
2 people
Prepare safety equipment
2 people
Check route one last time
2 people
Brief volunteers
3 people

Event

Register participants
4 people
Hand out race numbers
2 people
Explain the route and safety rules
2 people
Guide bicycles and luggage
2 people
Send off the start groups
3 people
Staff the checkpoints
6 people
Distribute water and fruit
4 people
Refill drinks
2 people
Check route arrows periodically
2 people
Register incidents
2 people
Carry out simple bike repairs
2 people
Check in arriving participants
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Receive the last participants
3 people

Aftercare

Collect route signs
4 people
Take down checkpoints
4 people
Take down tables and chairs
3 people
Collect waste
3 people
Wash dishes and supplies
3 people
Clean the starting location
4 people
Pack leftover food
2 people
Check bike repair supplies
2 people
Return borrowed materials
2 people
Check the route for any litter left behind
3 people
Store route signs and ribbons
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Bicycle racksqty 12
Waste binsqty 6

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 120
Coffee cupsqty 80
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving utensilsqty 8
Coolersqty 6
Ice packsqty 24

Equipment

Power stripsqty 6
Extension cordsqty 6
Rechargeable work lightsqty 4
Mobile phonesqty 4
Power banksqty 4
Walkie-talkiesqty 8
Megaphonesqty 2
Chargersqty 8

Sports equipment

Route arrowsqty 80
Route signsqty 20
Rolls of barrier tapeqty 12
Conesqty 20
Bike lane markingsqty 2
Bike pumpsqty 4
Tire leversqty 8
Bike tool kitsqty 4
Spare inner tubesqty 20
Inner tubesqty 4
Bike locksqty 2
Chain oilqty 2
Reflective vestsqty 20
Helmet lampsqty 10
First aid kitsqty 3
Emergency blanketsqty 10
Warning trianglesqty 4

Decorations

Start flagsqty 2
Finish flagsqty 2
Bannersqty 4

Catering

Groceries

Cleaning

Bucketsqty 4
Cleaning spongesqty 12
Microfiber clothsqty 20
Dish brushesqty 4
Floor squeegeesqty 2
Broom setsqty 3

Registration

Bib numbersqty 150
Safety pinsqty 400
Clipboardsqty 8
Ballpoint pensqty 30
Printer paperqty 500
Route mapsqty 150
Name stickersqty 150
Cash box
Wristbandsqty 150

Lighting

LED lampsqty 8
Batteriesqty 40

Tips

Drive the full route again after marking it, not just during the first inspection. Check that arrows, signs, cones, barrier tape, and bike-lane markings are still visible at every decision point.
Set a registration deadline early enough to update the participant list, assign start numbers, print route maps, and prepare starter packs. A final update 24 hours before the race gives volunteers a usable list.
Give each traffic point a named volunteer and a clear position on the route. Share the digital route with the team and keep mobile phones, power banks, and rechargeable work lights available for communication and low-light setup.
Plan the start area for both people and bicycles. Organize bicycle racks before race day, then check that tables, chairs, party tents, waste bins, extension cords, and power strips fit without blocking the start.
Prepare drinks, cooling, snacks, and fruit close to the event rather than several days ahead. For a first-hour estimate, allow two to three drinks per participant and keep extra ice packs available for warm weather.

Frequently asked questions

How far in advance should I organize a permanent race?: Start route planning and location arrangements at least 6 to 8 weeks before the race. Send invitations once the route, start point, registration method, and key safety information are confirmed.
When should I finalize the participant list and start numbers?: Close registrations 3 to 7 days before the event, depending on how many people are joining. Update the list, assign numbers, print maps, and assemble starter packs no later than the day before.
How many volunteers do I need for a permanent race?: Assign at least one volunteer to every busy crossing or traffic point, plus people for registration, the start area, refreshments, and route support. For a small race, make the assignments at least 3 days in advance so nobody is covering two positions at once.
How much food and drink should I prepare for the race?: For the first hour, plan on two to three drinks per participant, then add water and cooling capacity for weather conditions. Prepare snacks and fruit for the registered group, with roughly 10% extra if attendance is not fully confirmed.

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.