Tandem Race Checklist

A tandem race needs more than bikes and a start line. You have to lock down the competition format, course, traffic measures, registration process, officials, and volunteer positions before race day. This checklist puts those jobs in a practical order, from reserving the venue to printing race numbers and checking supplies. Use it to keep participant information, course safety, timing, repairs, and the finish area under control.

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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
Determine start and finish route
2 people
Check the course
2 people
Apply for the required traffic measures
Draw up competition rules
Create registration form
Send invitations
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Register tandem details
Send participant confirmations
Recruit volunteers
2 people
Assign volunteers
2 people
Assign traffic posts
2 people
Assign judges
Instruct timekeepers
2 people
Confirm suppliers
Order prizes
Make bib numbers
2 people
Print route maps
Print the match schedule
Check the shopping list
Do the shopping
2 people
Pick up chilled products
2 people
Check tandems
2 people
Lay out spare parts
Prepare route signs
2 people
Assemble starter packs
3 people
Create a music playlist
Check the weather forecast

Event

Open the venue
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Mark off the start and finish area
4 people
Put up route signs
4 people
Set up traffic posts
6 people
Set up the sound system
2 people
Connect power supply
2 people
Set up the registration table
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Set up judges' table
2 people
Register participants
3 people
Hand out race numbers
2 people
Check tandem safety
3 people
Give participant briefing
2 people
Fill start boxes
4 people
Start the competition
3 people
Record times
3 people
Guard the course and crossings
8 people
Refill drinks
2 people
Serve snacks
3 people
Provide music
Register finishers
3 people
Check the result
2 people
Handle prize ceremony
3 people
Inform participants and visitors
2 people
Empty trash bins
2 people
Catering breakdown
3 people

Aftercare

Remove route signs
4 people
Dismantle traffic posts
6 people
Take down the sound system
2 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the grounds
4 people
Dispose of waste
2 people
Sort materials
3 people
Clean tandems
2 people
Return borrowed materials
2 people
Publish the results
Send thank-you message to participants
Archive competition data

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
High tablesqty 4
Clothes racksqty 2

Sports equipment

Tandem bicyclesqty 4
Bike pumpsqty 4
Spare inner tubesqty 12
Inner tubesqty 4
Bike repair standsqty 2
Tool setsqty 3
Bike glovesqty 6
Spare helmetsqty 8
High-visibility vestsqty 16
Bib numbersqty 50
Race numbersqty 50
Barrier tapeqty 12
Route arrowsqty 30
Traffic conesqty 40
Crowd barriersqty 12
Flagsqty 12
Finish arch

Equipment

Stopwatchesqty 6
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 8
Walkie-talkiesqty 10
Mobile sound system
Microphoneqty 2
Power banksqty 6

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Corkscrewqty 3
Bottle openersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Pliersqty 6
Serving spoonsqty 6
Aluminum foilqty 3
Cling filmqty 3
Storage boxesqty 20

Decorations

Competition bannersqty 4
Tableclothsqty 8
Balloonsqty 100
Directional signsqty 20
Prize trophiesqty 6
Medal ribbonsqty 50

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4

Catering

Groceries

Tips

Set the format and route before opening registration. Participants need to know the distance, start and finish points, rules, tandem requirements, and expected schedule before they sign up.
Treat traffic control as an early deadline, not a race-week task. Check the course, apply for required traffic measures, mark posts, and prepare high-visibility vests, cones, barrier tape, and route arrows.
Close registration early enough to build the race-day documents. Allow at least 3 days to process entries, record each tandem’s details, collect dietary requirements, and send confirmations.
Give every operational role a named person. Assign traffic posts and judges, then brief timekeepers on the timing method and provide stopwatches, phones, or walkie-talkies before the start.
Prepare a repair and shelter plan for bad weather. Keep pumps, spare inner tubes, tools, repair stands, spare helmets, tents, tables, and extension leads ready before participants arrive.

Frequently asked questions

How far in advance should I organize a tandem race?: Start venue, route, and traffic planning at least 6 to 8 weeks before race day. Open registration only after the format, rules, course, and required safety measures are clear.
How many volunteers do I need for a tandem race?: Plan at least 1 volunteer for registration, 1 for each traffic post, 2 judges, and 2 timekeepers, then add course and finish support as needed. The exact number depends on the route and number of crossings.
What equipment is needed for a tandem race?: Prepare tandem bicycles, pumps, spare inner tubes, repair stands, tool sets, helmets, bib or race numbers, route arrows, cones, barriers, flags, stopwatches, phones, and walkie-talkies. Add tents, tables, chairs, power strips, and extension cords for the event base.
When should I print race numbers and route maps?: Print race numbers, route maps, and the match schedule after registration closes and the final entries are checked. Aim to finish printing at least 2 days before the race so there is time to correct names or start details.

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.