Pursuit Race Checklist

A pursuit race needs more than a route and a starting signal. You need to secure the course, confirm permits, group participants, brief volunteers and prepare everything from bib numbers to finish-line equipment. Start with the date and route, then work towards registration, traffic control and the venue setup. This checklist covers the practical sequence, including details that are easy to leave until the last week, such as route signs, power, coolers and participant information.

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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
Check permits and notifications
Reserve start and finish location
Inspect route
2 people
Develop route map
2 people
Apply for traffic measures
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Assign start numbers
2 people
Send participant information
Assign volunteers
2 people
Plan traffic posts
2 people
Confirm reservations
Check the shopping list
Do the shopping
2 people
Sort bib numbers
2 people
Prepare route signs
2 people
Gather materials
3 people
Fill coolers
2 people
Clear the venue
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Lay out bib numbers
2 people
Build the finish arch
3 people
Mark route
6 people
Staff traffic posts
8 people
Set up water stations
3 people
Set up the first aid station
2 people
Set up the sound system
2 people
Test the lighting
2 people
Prepare catering
3 people

Event

Give the start briefing
2 people
Receive participants
4 people
Process late registrations
2 people
Hand out race numbers
3 people
Collect luggage
2 people
Lead the warm-up
2 people
Set up the start zone
3 people
Start the chase run
4 people
Record intermediate results
3 people
Staff route checkpoints
8 people
Hand out water
4 people
Monitor safety along the route
6 people
Register finishers
3 people
Hand out medals
2 people
Serve fruit and snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Check the result
2 people
Support awards ceremony
3 people
Staff the finish area
3 people
Inform participants
2 people
Collect lost property
Guide the last participants
3 people
Relieve route staff
2 people
Serve dinner
3 people
Serve coffee and tea
2 people
Keep drinks topped up
2 people
Clear up the venue in the evening
3 people
Check out participants
2 people

Aftercare

Dismantle the finish arch
3 people
Remove route signs
5 people
Collect traffic materials
4 people
Take down party tents
4 people
Clear tables and chairs
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Count and pack materials
3 people
Return luggage
2 people
Empty and clean coolers
2 people
Return rented materials
2 people
Check the route for leftover trash
2 people
Publish the results
Send a thank-you gift to participants
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
Beer tablesqty 4
Coat racksqty 2

Sports equipment

Bib numbersqty 150
Race bib strapsqty 150
Medalsqty 150
Conesqty 40
Barrier tapeqty 12
Water cups for postsqty 500
Spongesqty 100
Stopwatchesqty 6
Clipboardsqty 10
Route arrowsqty 30
Kilometer markersqty 6
Starting gate
Finish arch

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Walkie-talkiesqty 12
Laptop
Printer
Socket protectionqty 6

Lighting

Work lightsqty 4
String lightsqty 6
Flashlightsqty 10

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Disposable glovesqty 100
Safety vestsqty 20
Traffic conesqty 30
Emergency blanketsqty 6
Fire extinguishersqty 2

Administration

Registration formsqty 200
Route mapsqty 150
Volunteer listsqty 20
Pen setsqty 10
Markersqty 12
Name stickersqty 150
Wristbandsqty 200
Envelopesqty 200

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Thermos flasksqty 6

Decorations

Tableclothsqty 10
Buntingqty 8
Event postersqty 20
Directional signsqty 20

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Litter pickersqty 4

Catering

Groceries

Tips

Record the date and route before opening registration. Inspect the full course on foot or by bike and mark problem areas, crossings and places where signs or traffic posts will be needed.
Handle permits, notifications and traffic measures early. Do not wait until registrations are open: approval and volunteer planning can affect the route, start time and number of starter groups.
Send participants clear information before race day, including their start group, start number, meeting point, route details and what happens at the finish. Collect dietary requirements at the same time if food is provided.
Prepare race materials in separate, labelled sets. Sort bib numbers, straps, medals, stopwatches, clipboards, cones, barrier tape, route arrows and kilometre markers before volunteers arrive.
Test the practical setup the day before, not at the start line. Check the printer, laptop, sound system, microphones, walkie-talkies, extension cords, power strips, work lights and power banks, then fill coolers and prepare water cups and sponges.

Frequently asked questions

How early should I start organising a pursuit race?: Start at least 8 to 12 weeks before race day. Record the route and check permits first, because traffic measures, venue reservations and volunteer numbers may take several weeks to confirm.
When should pursuit race registration close?: Close registration 7 to 10 days before the race if you need time to process entries, collect dietary requirements, assign starter groups and print bib numbers. Send final participant information at least 3 days before the event.
How many volunteers do I need for a pursuit race?: Plan one volunteer for each traffic post or course control point, plus separate people for registration, the start, the finish and refreshments. Finalise assignments at least 1 week before race day so every position has a named replacement.
What should I prepare the day before a pursuit race?: Prepare bibs, signs, cones, barrier tape, medals, timing equipment and volunteer packs the day before. If possible, set up tents, tables, chairs, the starting gate and finish arch, and test all electrical equipment before the morning rush.

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.