Soapbox race checklist

A soapbox race needs more than carts and a downhill course. You must secure the venue, handle permits and insurance, define the route and rules, and plan how people and equipment move safely on race day. Registration, volunteer shifts, spare parts, timing equipment and participant information also need deadlines. This checklist puts the work in a practical order, from the first venue arrangements to the final course setup and event briefing.

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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

Reserve competition venue
Arrange permits and notifications
2 people
Check insurance coverage
Determine the Course and Finish
3 people
Draw up competition rules
2 people
Develop safety plan
2 people
Open registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the participant list
2 people
Assign starter groups
2 people
Schedule volunteers
2 people
Book catering
Check cups and equipment
2 people
Order prizes and medals
Send participant information
2 people
Do the shopping
3 people
Chill drinks
2 people
Check the soapbox carts
3 people
Lay out spare parts
2 people

Event

Clear the venue
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set out the course
5 people
Put up safety barriers
5 people
Set up the start and finish arch
3 people
Set up registration desk
2 people
Test PA equipment
2 people
Set up the first aid and repair point
2 people
Brief volunteers
2 people
Receive participants
3 people
Inspect the soapbox cars
4 people
Let participants explore
4 people
Give the opening and safety briefing
2 people
Call up the start groups
2 people
Guide the race
8 people
Record times and results
3 people
Refill drinks
2 people
Serve snacks and food
4 people
Inform the audience and participants
2 people
Present prizes
3 people
Support the evening program
3 people
See off the last visitors
2 people

Aftercare

Collect waste
4 people
Dismantle furniture
5 people
Remove course materials
5 people
Clean the venue
4 people
Store materials
3 people
Return borrowed items
2 people
Send results and photos

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Folding chairsqty 30
Registration desk
Waste binsqty 8

Sports equipment

Traffic conesqty 40
Crowd control barriersqty 20
Route ribbonsqty 4
Hay balesqty 20
Start and finish arch
Bib numbersqty 80
Stopwatchesqty 4
Measuring tapesqty 2
Spare wheelsqty 8
Spare bolt setqty 3
Tool casesqty 2
Bike helmetsqty 10

Safety

First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Fire extinguishersqty 2

Equipment

Portable speakerqty 2
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Directional signsqty 12

Lighting

LED lampsqty 8
String lightsqty 6

Tableware

Reusable cupsqty 250
Reusable platesqty 220
Reusable cutleryqty 220

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6

Cleaning

Broom setsqty 3
Mop setsqty 2
Hand sanitizer dispensersqty 4

Catering

Groceries

Tips

Start with the venue, route and permissions. Confirm the competition area, finish point, traffic arrangements, insurance coverage and required notifications before opening registration.
Set a firm registration deadline and send participant information at least 7 days before the race. Include starter groups, arrival time, rules, safety requirements and how dietary requirements should be submitted.
Plan volunteer cover by role and time slot rather than relying on a general helper list. You need people for registration, starting groups, timing, course supervision, catering and basic mechanical support.
Inspect every soapbox cart before race day and prepare a repair area with tool cases, spare wheels and spare bolts. Keep helmets, gloves and first aid kits accessible instead of leaving them in storage.
Build the course before competitors arrive, using cones, barriers, route ribbons and hay bales to make the route clear. Test the start and finish setup, microphones, stopwatches, lighting and power leads before the first briefing.

Frequently asked questions

How far in advance should I organise a soapbox race?: Begin venue, permit and insurance arrangements at least 8 to 12 weeks before the race. Open registration only after the route, safety plan and main rules are sufficiently settled.
When should soapbox race registration close?: Close registration 7 to 10 days before the event so you can create the participant list, assign starter groups and schedule volunteers. Use the same deadline to collect dietary requirements and confirm participant details.
What safety equipment is needed for a soapbox race?: Plan helmets, work gloves, safety vests, first aid kits, fire extinguishers, crowd-control barriers, traffic cones, route ribbons and hay bales. Check these items at least 1 day before setup and place the safety equipment where marshals can reach it quickly.
How early should the soapbox race course be set up?: Set out the course and finish area several hours before the first start, allowing time to build tents, place tables and chairs, install barriers and test the route. Complete a walk-through before participants and spectators enter the course.

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