Scratch race checklist: from first plans to race day

A scratch race needs more than a start line and a group of riders. You need a confirmed course, clear race rules, registration control, volunteers at the right stations and a practical plan for repairs and safety. Start with the date, venue and permissions, then build the race format and schedule before inviting participants. In the final week, check bikes and equipment, prepare bibs and signage, charge batteries and follow the weather plan. This checklist keeps those jobs in a workable order.

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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

Confirm date and location
2 people
Set the course and track layout
3 people
Check permits and notifications
2 people
Check insurance coverage
Confirm venue reservation
Set the race format and distances
2 people
Draw up rules and safety guidelines
2 people
Create start groups and a schedule
2 people
Send invitations
2 people
Open registrations
Approach sponsors and prizes
2 people
Recruit volunteers
2 people
Assign roles and stations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Make race numbers and wristbands
2 people
Order prizes and medals
Check equipment and bikes
3 people
Send competition updates
Check weather forecast and alternative
Do the shopping
3 people
Setting up shelf-stable catering
2 people
Chill the coolers and drinks
2 people
Charge batteries and rechargeable batteries
2 people

Event

Open venue
2 people
Conduct a safety inspection
3 people
Mark off the course
6 people
Mark the start and finish areas
3 people
Set up the registration desk
2 people
Set up tables and chairs
4 people
Set up catering point
3 people
Test lighting and power
2 people
Test speaker and microphone
2 people
Set up the first aid and repair point
3 people
Lay out bib numbers
2 people
Prepare results registration
2 people
Brief volunteers
4 people
Receive participants
3 people
Handle registration and payment
3 people
Hand out race numbers
2 people
Check bicycles and equipment
3 people
Guide runners to the starting area
3 people
Give the opening briefing
2 people
Start the first race
4 people
Record intermediate results
2 people
Staff course stations
6 people
Guide riders between heats
3 people
Distribute water and fruit
2 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Restock supplies at the repair point
2 people
Provide music and announcements
2 people
Announce the final
2 people
Lead the final
6 people
Check the final results
3 people
Handle prize ceremony
3 people
See off participants and visitors
3 people

Aftercare

Remove loose equipment from the course
5 people
Remove lane markings and barriers
5 people
Clean up catering
3 people
Wash dishes
2 people
Collect and remove waste
3 people
Clean the venue
4 people
Archive results and participant list
Check borrowed equipment
2 people
Return materials
3 people
Store leftover food
2 people
Send report and photos

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Registration desk
Waste binsqty 6

Sports equipment

Competition arena fencingqty 80
Traffic conesqty 30
Crowd barriersqty 20
Lane marking tapeqty 4
Start and finish matsqty 2
Spare bike pumpsqty 3
Tire leversqty 6
Bike tool kitsqty 3
Bicycle standsqty 12
Spare inner tubesqty 12
Bicycle light setsqty 10
Course signsqty 10
Bib numbersqty 120
Bib holdersqty 100
Stopwatchesqty 4
Clipboardsqty 6
Markersqty 20
Medalsqty 12
Cupsqty 6
Repair matqty 2

Safety

First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 8
Fire extinguishersqty 2
Emergency blanketsqty 6

Equipment

Speakerqty 2
Wireless microphone
Mixer
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Power banksqty 6
Megaphonesqty 2
Coolersqty 6
Light Stripsqty 6

Lighting

LED work lightsqty 8
Battery lanternsqty 10

Tableware

Reusable drinking cupsqty 120
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Ice packsqty 24
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 8
Thermos bottlesqty 4

Decorations

Bannersqty 6
Directional signsqty 12
Sponsor bannersqty 10
Tableclothsqty 8
Winner podium sign

Cleaning

Broomsqty 4
Dustpansqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the course and safety layout before opening registration. Mark the start and finish, fencing, barriers and lane lines, then count how many marshals are needed at every crossing or station.
Publish the race format, distances and rules with the invitation. Give riders a clear registration deadline, and leave at least 48 hours before race day to check the participant list and create start groups.
Assign volunteers to named stations rather than asking for general help. Registration, course control, timing, repairs and first aid should each have a lead person and a backup.
Do not leave bike support until the morning of the race. Check pumps, tire levers, tool kits, spare inner tubes and bicycle stands in the final week, and prepare a repair area that is easy to find.
Prepare the event in two time blocks: set up course equipment and registration first, then chill drinks and arrange shelf-stable catering. Check the forecast at least 48 hours beforehand and confirm what changes if the course becomes unsafe.

Frequently asked questions

How far in advance should I plan a scratch race?: Start at least 8 weeks before race day. Confirm the date, location, course, permissions, insurance and race format first; open registration only after those details are settled.
When should scratch race registration close?: Close registration 3 to 5 days before the race. That gives you time to check the participant list, prepare bib numbers and holders, assign start groups and print the schedule.
How many volunteers do I need for a scratch race?: Plan for at least 1 volunteer at registration, 1 timing lead, 1 repair or equipment lead and 1 marshal at each separate control point. Add a backup for every essential station if the race lasts more than 2 hours.
What should I check the day before a scratch race?: Check the weather and alternative plan, course signs, barriers, start and finish mats, first aid kits and charged batteries the day before. Chill drinks overnight and put bibs, clipboards, stopwatches and markers together for quick setup.

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