Race walk competition checklist

A race walk competition depends on more than marking a start and finish line. You need to lock in the distances and route early, obtain permission for road use, and coordinate traffic measures before promoting registration. In the final weeks, participant details, judges, medical support, timing equipment and volunteers all need confirmation. This checklist puts those jobs in a workable order, including the race-day details that are easy to leave until the last minute.

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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
Set race distances
2 people
Reserve start and finish location
2 people
Set out the course route
3 people
Apply for a route permit
Coordinate traffic measures
2 people
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Distribute promotion
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Set up stops along the route
2 people
Arrange timekeeping
2 people
Confirm judges
Confirm medical support
Order race numbers
Order medal ribbons
Print route maps
2 people
Send participant letter
Check the weather forecast
Check stock
2 people
Do the shopping
2 people
Sort bib numbers
2 people
Assemble Race Packets
2 people
Prepare route signs
3 people
Prepare medical supplies
2 people
Prepare awards ceremony
2 people

Event

Open venue
2 people
Check the start and finish area
3 people
Mark out the route
6 people
Staff traffic posts
8 people
Set up tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up timing
2 people
Set up judges' table
2 people
Set up water stations
4 people
Lay out bib numbers
2 people
Register participants
4 people
Hand out starter packs
3 people
Process late registrations
2 people
Give participant briefing
2 people
Guide the starting area
4 people
Start the competition
3 people
Check the route checkpoint
8 people
Check the jury rules
3 people
Record split times
3 people
Encourage participants
4 people
Refill drinks
2 people
Carry out finish registration
3 people
Receive finishers
3 people
Distribute recovery water
2 people
Provide medical assistance
2 people
Check results
3 people
Present the awards ceremony
2 people
Honor the medal winners
3 people
Serve catering
4 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Guide the last participants
2 people
Open the route
3 people
Publish results
2 people

Aftercare

Collect route signs
4 people
Take down tents
4 people
Clear tables and chairs
4 people
Gather sports equipment
3 people
Wash dishes
3 people
Empty coolers
2 people
Clean the venue
4 people
Dispose of waste
2 people
Dismantle timing equipment
2 people
Return borrowed materials
2 people
Send results to participants
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 24
Registration tablesqty 2
Judges' table
Tableclothsqty 8

Sports equipment

Bib numbersqty 180
Race bib strapsqty 180
Competition polesqty 12
Route arrowsqty 80
Route signsqty 24
Barrier tapeqty 12
Traffic conesqty 30
Start and finish ribbonqty 2
Stopwatchesqty 8
Clipboardsqty 12
Whistlesqty 12
Medal ribbonsqty 30
Competition medalsqty 30
Cupsqty 6
Stage blocksqty 3

Equipment

Laptopqty 2
Mobile phonesqty 8
Power banksqty 8
Extension cordsqty 4
Power stripsqty 4
Megaphone
Wireless speakersqty 2
Thermos flasksqty 6
Coolersqty 6
Rechargeable lampsqty 8

Tableware

Reusable cupsqty 220
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8

Catering

Water jugsqty 8
Drink dispensersqty 4
Serving plattersqty 12
Serving traysqty 6
Groceries

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 4
Ice packsqty 24

Cleaning

Waste binsqty 10
Bucketsqty 4
Broom setsqty 4
Mopsqty 4
Cleaning glovesqty 12
First aid kitsqty 3
Disposable glovesqty 8
Disinfectant gelqty 6

Tips

Set the competition format, distances and rules before opening registration. Participants need to know the exact race distance and judging conditions when they sign up.
Start the route approval process early. A route permit, traffic measures, route arrows, signs, cones and barrier tape may involve several parties, so do not wait until race week.
Assign volunteers to specific posts rather than recruiting a general pool. Cover registration, route stops, timing, course guidance and finish-line duties, with a named backup for each critical position.
Send the participant letter after registrations are checked. Include the start procedure, route map, arrival instructions, required personal details and any information needed for dietary requirements.
Complete a race-day equipment check at least 24 hours before the event. Test stopwatches, the laptop, phones, power banks, extension cords, speakers and megaphone, and keep weather-sensitive supplies under the party tents.

Frequently asked questions

How early should I apply for a race walk route permit?: Apply as soon as the route and race distances are fixed, preferably several weeks before registration closes. Traffic measures and road-use approval can require changes to the route, so do not publish final participant information before confirmation.
How many volunteers are needed for a race walk competition?: Plan at least one named volunteer for registration, each route stop, timing, the finish area and participant guidance. Add one or two reserves so a late cancellation does not leave a critical post uncovered.
When should race numbers and medal ribbons be ordered?: Order race numbers after registration has closed and participant details have been checked, allowing time for production and sorting. Medal ribbons should be ordered early enough to arrive before the final equipment check, rather than relying on delivery during race week.
What should I check the day before a race walk competition?: Check the weather forecast, stock, route signs, cones, barrier tape, stopwatches, clipboards and communication equipment 24 hours before the start. Charge phones, power banks and speakers, and confirm judges, medical support and every volunteer assignment.

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.