Points race checklist from planning to race day

A points race needs more than a course and a starting signal. You must lock down the route, distances and competition rules before opening registration, then keep participant data, start numbers and round schedules accurate. On race day, the registration desk, judging paperwork, communication equipment and safety controls must be ready before the first riders arrive. This checklist follows the work in a practical order, including the small items that are often left until the last hour.

Use this plan

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set date and course
2 people
Make reservations
Draw up competition rules
2 people
Set race distances
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Update participant lists
Collect dietary requirements
Assign volunteers
2 people
Confirm judges
Assign start numbers
2 people
Print the starting lists
Print the round schedule
Prepare jury forms
2 people
Check the shopping list
2 people
Do the shopping
2 people
Check materials
3 people
Charge batteries
Fill coolers
2 people
Set up the starter packs
3 people
Inspect the track
3 people
Mark off risk areas
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up judges' table
2 people
Set up the sound system
2 people
Secure power outlets
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Brief volunteers
2 people

Event

Receive participants
3 people
Hand out race numbers
2 people
Check licenses and details
2 people
Check bikes and helmets
2 people
Guide runners to the starting area
2 people
Give the opening briefing
Record split times
3 people
Record points per round
3 people
Guide runners safely
4 people
Inform the audience
Refill drinks
2 people
Serve snacks
2 people
Refill coffee and tea
Empty trash bins
2 people
Check the final standings
3 people
Announce the results
Present prizes
2 people
Open up a clear lane
3 people
Support the evening program
3 people
Announce the final round
Check out participants
2 people
Secure competition records
2 people

Aftercare

Take down materials
4 people
Leave the course clean
4 people
Wash dishes
2 people
Sort and remove waste
2 people
Empty coolers
2 people
Return rented items
2 people
Publish results online
Inform participants
Return venue keys

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Party tentsqty 3
High tablesqty 6
Changing room screensqty 4

Sports equipment

Conesqty 30
Crowd control barriersqty 20
Barrier tapeqty 4
Race number vestsqty 80
Spare bicyclesqty 2
Bike pumpsqty 3
Spare inner tubesqty 12
Tire leversqty 6
Bike multi-toolsqty 4

Equipment

Laptopqty 2
Tabletsqty 3
Stopwatchesqty 5
Walkie-talkiesqty 8
Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
AA batteriesqty 24
AAA batteriesqty 24

Lighting

LED work lightsqty 6
String lightsqty 4

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving traysqty 6
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2

Decorations

Competition flagsqty 12
Directional signsqty 8
Whiteboardsqty 3
Clipboardsqty 10
Markersqty 24
Pensqty 40
Tapeqty 6
Duct tapeqty 6
Ropeqty 2

Catering

Groceries

Tips

Set the date, course, distances and scoring rules before publishing the registration form. Changing any of these after people sign up creates avoidable questions and can make your start lists unusable.
Close registration early enough to process entries, check dietary requirements and assign start numbers. Print the starting lists and round schedule only after the participant list has been checked against the latest registrations.
Give every volunteer a defined position and confirm judges before race day. Prepare jury forms, walkie-talkies and charged tablets or stopwatches together so officials are not searching for equipment between rounds.
Inspect the track before setup and mark risk areas with cones, barrier tape or crowd-control barriers. Check that spare bicycles, pumps, inner tubes and bike tools are accessible rather than packed away in a vehicle.
Build in a final power and communications check on the day before. Charge batteries and power banks, test the microphone and portable speakers, and pack extension cords, power strips and work lights before loading the tables, chairs and registration desk.

Frequently asked questions

How far in advance should I open registration for a points race?: Open registration at least 3 to 4 weeks before the race if you need time to process entries, collect dietary requirements and assign volunteers. Set a closing deadline several days before race day so start numbers and printed schedules can be checked.
When should I print the starting list for a points race?: Print the starting list and round schedule after registration closes and no later than the day before the race. Keep a digital copy on the laptop or tablets in case a late correction is required.
How many judges and volunteers do I need for a points race?: The number depends on the course and number of rounds, but assign every operational position before race day: registration, starting area, course safety, timing, judging and participant support. Confirm judges at least 7 days beforehand and send each volunteer their position and reporting time.
What should I check on the points race track before riders arrive?: Inspect the full route on race day, including starts, turns, finish areas and spectator access. Mark every risk area before setup, and place cones, barriers or tape early enough to leave at least 60 minutes for a final walk-through.

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.