Pump Track Race Checklist and Planning Guide

A pump track race needs more than a track and a starting signal. You need a clear competition format, race categories, rules, safety arrangements and enough people to run registration, judging and first aid. This checklist takes you from venue and permit checks through participant details, race numbers, equipment and weather decisions. Use it to spot the jobs that are often left until race week, such as printing start lists, checking power access and preparing spare bike tools.

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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

Set competition format
2 people
Determine race categories
2 people
Draw up rules
2 people
Develop safety plan
3 people
Reserve competition venue
Check permits
Check insurance
Assign judges
2 people
Arrange first aid staffing
2 people
Recruit volunteers
2 people
Send invitations
2 people
Publish promotion online
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Assign start numbers
2 people
Prepare start lists
2 people
Order prizes
Reserve rental equipment
Make a shopping list
2 people
Do the shopping
3 people
Print race numbers
Print participant information
Check the weather forecast
Collect materials
3 people
Fill coolers
2 people
Charge batteries
2 people
Inspect venue
3 people
Sweep the pump track
4 people
Put up barriers
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up judges' table
2 people
Set up catering point
3 people
Test audio and microphone
2 people
Test timekeeping
3 people
Set up the first aid station
2 people
Brief volunteers
3 people

Event

Register participants
4 people
Hand out race numbers
2 people
Check bikes and helmets
3 people
Supervise the training session
4 people
Give riders briefing
2 people
Guide qualifying rounds
6 people
Record intermediate results
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Announce finalists
Assist with the finals
6 people
Check results
3 people
Handle prize ceremony
3 people
Photograph the winners
2 people
Guide the audience to the exit
3 people

Aftercare

Mark off the competition area
3 people
Collect waste
4 people
Clean tableware and supplies
3 people
Take down tents and furniture
5 people
Clean the venue
4 people
Load materials
4 people
Return rental items
2 people
Publish results online
Thank participants
2 people
Report damaged materials

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
High tablesqty 4
Judges' table
Clothing rack

Equipment

Laptopqty 2
Tabletsqty 3
Printer
Portable speakersqty 2
Wireless microphone
Power strip adaptersqty 4
Extension cordsqty 6
Power banksqty 4
Megaphone

Sports equipment

Bib numbersqty 120
Race bib strapsqty 120
Spare bicyclesqty 2
Bike pumpsqty 3
Allen key setsqty 3
Tire leversqty 6
Spare inner tubesqty 12
Bike pump with pressure gauge
Stopwatchqty 4
Scoreboardsqty 4
Medalsqty 12
Cupsqty 12
Stage blocksqty 3
First aid kitqty 2
Emergency blanketsqty 10
Cold packsqty 12
Safety vestsqty 15
Walkie-talkiesqty 8
Clipboardsqty 8
Pensqty 40
Markersqty 12
A4 printing paperqty 2
Scalesqty 2
Number signsqty 20
Crowd control barriersqty 30
Barrier tapeqty 4
Traffic conesqty 30
Sandbagsqty 20
Floor matsqty 6

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4
Serving bowlsqty 6
Serving traysqty 6
Coolersqty 6
Water jugsqty 8

Decorations

Stage backdrop
Buntingqty 8
Bannersqty 6
Direction signsqty 12
Information boardsqty 8
Tableclothsqty 8

Lighting

LED string lightsqty 6
Work lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning spongesqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the race format and categories before opening registration. Participants need to know the rules, age groups and expected schedule before they sign up.
Check permits, insurance and the safety plan as soon as the venue is reserved. Confirm first-aid staffing and recruit volunteers early enough to cover registration, judging and course operations.
Close registration with enough time to check participant details, collect dietary requirements and assign race numbers. Print bib numbers, participant information and start lists at least 1–2 days before race day.
Plan the equipment setup around the venue, not just the race track. Test the laptop, tablets, printer, microphone and speakers, and arrange extension cords, power banks or other backup power before doors open.
Prepare for mechanical problems and changing weather. Keep pumps, pressure gauges, Allen keys, tire levers, spare inner tubes, spare bicycles, tents and emergency blankets ready rather than trying to source them during the race.

Frequently asked questions

How far in advance should I organise a pump track race?: Start venue, permit, insurance and safety planning at least 8–12 weeks before the race. Open registration only after the format, categories, rules and staffing plan are clear.
When should pump track race registration close?: Close registration about 7–10 days before race day. That gives you time to verify participant details, assign numbers, prepare start lists and print the required information.
How many volunteers are needed for a pump track race?: Plan for at least 1 volunteer for registration, 2–3 judges or timekeepers, 1 person coordinating the start area and dedicated first-aid staffing. Add more people if races run in several categories at once.
What equipment should I prepare for a pump track race?: Prepare race numbers and straps, timing and scoring equipment, communication equipment, first-aid supplies and basic bike tools. Check these 2–3 days beforehand, including printer operation, batteries, power access, pumps and spare inner tubes.

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.