Pursuit race checklist and planning guide

A pursuit race needs more than a course and a start time. You need to settle the race format, secure the venue and permit, build a safety plan, and assign officials and medical support before entries open. This checklist also covers rider registration, volunteer shifts, timing equipment, bike support and the final setup. Work through the planning tasks in order, then use the last checks to make race morning predictable.

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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
Reserve competition venue
Apply for competition permit
Check insurance
Determine course and starting positions
3 people
Prepare safety plan
2 people
Record officials and jury
Arrange medical support
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Check the entry fees
Publish start list
Create volunteer schedule
2 people
Check the weather forecast
Do the shopping
2 people
Collect materials
3 people
Print numbers and documents
Check bicycles and equipment
2 people
Chill drinks
2 people
Open venue
2 people
Test power and lighting
2 people
Set up tables and chairs
4 people
Set up the tent and reception desk
4 people
Mark off the course
6 people
Mark the start and finish areas
3 people
Install timing equipment
3 people
Test sound system
2 people
Set up the registration table
2 people
Set up catering
3 people
Give volunteers a briefing
Conduct a safety check
4 people

Event

Receive participants
4 people
Hand out race numbers
2 people
Set up bikes
2 people
Give the riders briefing
2 people
Host the opening round
4 people
Guide competition rounds
8 people
Record times
3 people
Announce the heats
Refill drinks
2 people
Serve snacks
3 people
Inform spectators and riders
2 people
Publish interim results
2 people
Announce finalists
2 people
Lead the final
6 people
Check the result
3 people
Present prizes
3 people
Give a thank-you speech
Ensure the audience leaves safely
4 people

Aftercare

Remove course materials
6 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Send results and photos
Store leftover stock
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
Beer tablesqty 4
Waste binsqty 6
Clothes racksqty 2

Sports equipment

Traffic conesqty 40
Crowd barriersqty 20
Barrier tapeqty 6
Bib numbersqty 120
Bib holdersqty 120
Spare bicyclesqty 2
Bike pumpsqty 4
Tool setsqty 2
Spare inner tubesqty 12
Bicycle standsqty 4

Equipment

Electronic timekeeping
Stopwatchesqty 4
Laptop
Printer
Walkie-talkiesqty 8
Megaphoneqty 2
Sound system
Extension cordsqty 6
Power stripsqty 4

Lighting

Work lightsqty 6
Light Stripsqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Kitchen

Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Serving plattersqty 12
Serving tongsqty 8
Coffee machinesqty 2
Kettlesqty 2
Towelsqty 12

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Toilet brushesqty 2

Safety

First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12

Decorations

Competition flagsqty 12
Directional arrowsqty 20
Information boardsqty 8

Catering

Groceries

Tips

Set the format, start places and course before opening registration. Riders need clear information about distances, start times and rules, while officials need the same version for judging and timing.
Apply for the race permit and check insurance as soon as the venue is confirmed. Leave several weeks for approvals, and do not publish a final start list until the route and safety arrangements are accepted.
Recruit volunteers early enough to create a full shift schedule. Cover registration, course control, timing, rider support and cleanup separately; one person should not be expected to manage two posts during a start.
Test electronic timing, stopwatches, the laptop, printer and walkie-talkies before race day. Print bib numbers and essential documents in advance, and keep spare batteries, power strips and extension cords with the equipment.
Check the weather forecast on the final day and prepare the venue before riders arrive. Set out barriers, cones, tents, tables and waste bins, cool drinks, and inspect bicycles, pumps, tools and spare inner tubes before opening the course.

Frequently asked questions

How far in advance should I organise a pursuit race?: Start venue, permit, insurance and safety planning at least 8 to 12 weeks before race day. Open registration only after the format, course and start procedure are fixed.
What should be included in a pursuit race safety plan?: Include the course layout, start areas, barriers, traffic control, communication between officials and the procedure for incidents. Confirm medical support and assign named volunteers to each safety post at least 2 weeks before the race.
How many volunteers do I need for a pursuit race?: Plan separate coverage for registration, timing, course control, rider support and cleanup, then add a reserve. For a small race, start with at least 8 to 10 volunteers and increase that number for a longer or busier course.
When should I publish the pursuit race start list?: Publish it after registrations and entry-fee checks are complete, preferably 3 to 5 days before the race. Keep a printed copy at registration and prepare a process for late changes on the day.

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.

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