Student Race Checklist

A student race needs more than a marked route and a start time. You need permits, insurance, traffic control, judges, registrations, volunteers and a reliable race-day setup. Plan the route and safety arrangements first, then open registration and order numbers, prizes and equipment. In the final week, check every sign, bike station, table and power connection so the event does not depend on last-minute fixes.

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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
Apply for permits
2 people
Check insurance
Draw up traffic plan
2 people
Recruit traffic controllers
2 people
Assign judges
Arrange music and a host
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Order prizes and medals
Process registrations
2 people
Collect dietary requirements
Confirm reservations
Assign volunteers
2 people
Design race numbers
Check the course
3 people
Send route information
Check the shopping list
2 people
Collect materials
3 people
Sort bib numbers
2 people
Check route signs
2 people
Prepare the bike parking
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Check the weather forecast

Event

Set up barriers along the route
8 people
Set up the start and finish arch
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up judges' table
2 people
Connect sound
2 people
Build the catering buffet
3 people
Lay out bib numbers
2 people
Hold the jury briefing
4 people
Brief volunteers
3 people
Register participants
4 people
Check bikes technically
2 people
Brief participants
3 people
Fill the start area
4 people
Start the race
5 people
Staff the course checkpoints
8 people
Record intermediate results
2 people
Refill drinks
2 people
Serve snacks
3 people
Inform the audience
2 people
Record the finish
3 people
Check the result
3 people
Prepare the awards ceremony
3 people
Honor the winners
4 people
Support the evening program
3 people
Remove waste regularly
2 people

Aftercare

Remove route signs
6 people
Remove barricades
6 people
Turn off the sound
2 people
Clean up catering
3 people
Dismantle furniture
4 people
Clean the grounds
5 people
Wash dishes
3 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
3 people
Clean coolers
2 people
Check the route area
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Beer tablesqty 8
Chairsqty 50
Registration desk
Judges' table
Bicycle racksqty 12
Waste binsqty 8

Sports equipment

Bib numbersqty 120
Safety pinsqty 300
Route arrowsqty 40
Course ribbonqty 8
Brushesqty 4
Spare bike pumpsqty 4
Spare inner tubesqty 20
Bike tool kitsqty 3
Water bottle cratesqty 6
Stopwatchesqty 4
Whistlesqty 10
Bicycle bellsqty 4
Helmetsqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Ice packsqty 24

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Megaphonesqty 3
Walkie-talkiesqty 10
Power banksqty 6
Laptopqty 2
Printer
Payment terminalqty 2
Socket protectionqty 4

Lighting

LED string lightsqty 6
Work lightsqty 4
Flashlightsqty 8

Decorations

Start/finish arch
Buntingqty 12
Team flagsqty 12
Stage signsqty 3
Sponsor bannersqty 8
Directional signsqty 30
Chalkboardsqty 4
Markersqty 12
Rolls of tapeqty 12
Rope rollsqty 4
Cable tiesqty 300
Weightsqty 20

Tableware

Reusable drinking cupsqty 180
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6
Coolersqty 8
Serving jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 3
Kettlesqty 3
Coffee machinesqty 2
Hot platesqty 2

Cleaning

Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Hand soap dispensersqty 4
Hand sanitizer holdersqty 4

Catering

Groceries

Tips

Set the date and route before opening registration. You will need the confirmed course for permits, traffic planning, route information and volunteer instructions.
Start permit and insurance arrangements early, preferably at least 8 to 12 weeks before race day. Traffic controllers, route signs and course ribbon may depend on the approved traffic plan.
Close registrations several days before the race, then sort bib numbers and collect dietary requirements. This gives you time to confirm reservations, prepare the registration desk and brief volunteers.
Check the course on foot or by bike during the final week. Count route arrows, inspect the ribbon, test bicycle parking and place spare pumps, inner tubes and bike tool kits where participants can reach them.
Test the sound setup before participants arrive. Connect the speakers, microphone, mixer, extension cords and power strips, and keep a megaphone available for instructions away from the main audio system.

Frequently asked questions

How far in advance should I organise a student race?: Begin planning at least 8 to 12 weeks before race day. Use the first weeks for the date, route, permits, insurance and traffic plan, then allow time for registrations, volunteers and equipment.
When should student race registration close?: Close registration 3 to 7 days before the race, depending on how many participants you expect. You then have time to sort bib numbers, confirm reservations and prepare dietary information.
How many volunteers do I need for a student race?: Plan at least one volunteer for registration, each key junction or traffic-control point, the judges, the start and finish area, and bike support. For a small race, this often means 10 to 15 people; add more when the route has many crossings.
What safety equipment should a student race have?: Keep first aid kits, emergency blankets and ice packs at the event base, and place spare bike pumps, inner tubes and tool kits near the course. Check all safety equipment at least 1 day before the race and confirm who handles incidents.

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.