Team time trial checklist: what to arrange and when

A team time trial needs more than a marked course and a starting list. You need time to secure permits, organise traffic control, confirm the start location and set up reliable timing. Work backwards from race day: open registration only after the route and rules are clear, then send participant information once start times and practical details are fixed. This checklist also covers the details that are easy to leave until the last minute, including emergency contacts, race numbers, route maps, catering and starter packs.

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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 the course and date
2 people
Apply for a permit
Develop the traffic plan
2 people
Reserve traffic controllers
Reserve location for start
Check electricity and water
2 people
Draw up competition rules
2 people
Open registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Set up the starting order
2 people
Send participant information
Schedule timekeepers
Schedule volunteers
2 people
Brief traffic controllers
2 people
Check the weather forecast
Print emergency contacts
Print race numbers
Print route maps
Do the shopping
3 people
Fill coolers
2 people
Prepare catering
3 people
Assemble starter packs
3 people
Bring materials to the venue
4 people
Check the course for safety
3 people
Set up traffic signs
4 people
Place barriers along the route
5 people
Build the start and finish arch
4 people
Block off the start area
3 people
Set up the finish area
4 people
Set up registration desk
2 people
Set up the catering stand
3 people
Test audio and microphone
2 people
Test the timing equipment
3 people
Set out first aid supplies
2 people
Register volunteers
2 people
Give the briefing for all stations
3 people

Event

Hand out race numbers
3 people
Register participants
3 people
Check bikes and helmets
2 people
Explain the course rules
2 people
Give opening briefing
2 people
Announce starting order
Guide teams to the starting corral
3 people
Start the teams
2 people
Record split times
4 people
Direct traffic at intersections
8 people
Secure the course along the route
4 people
Register finish times
3 people
Welcome participants
3 people
Hand out water
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve sandwiches and fruit
3 people
Empty trash bins
2 people
Publish interim results
2 people
Check end times
3 people
Prepare awards ceremony
2 people
Announce the winners
Present prizes
3 people
Keep the finish area clear
2 people
Guide the audience to the exit
3 people

Aftercare

Remove traffic barriers
5 people
Clear the course completely
4 people
Clear tables and chairs
4 people
Clear away catering
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
4 people
Pack timing equipment
2 people
Check first aid supplies
Finalize results
2 people
Send results to participants
Return materials
3 people
Return borrowed materials
2 people
Store leftover catering
2 people
Set aside damaged materials

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Waste binsqty 12
Crowd barriersqty 80
Dressing room racksqty 4

Sports equipment

Start and finish arch
Race number vestsqty 120
Conesqty 40
Barrier tapeqty 12
Route arrowsqty 30
Spare bike pumpsqty 4
Bicycle bellsqty 2
Spare inner tubesqty 20
Bicycle standsqty 12

Equipment

Handheld stopwatchesqty 8
Tablets for timekeepingqty 4
Power banksqty 8
Walkie-talkiesqty 12
Megaphonesqty 3
Portable sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopqty 2
Printer

Lighting

LED construction lightsqty 8
String lightsqty 6
Battery lanternsqty 10

Safety

Traffic conesqty 40
Traffic signsqty 24
Safety vestsqty 30
First aid kitsqty 3
Emergency blanketsqty 10
Nitrile glovesqty 2
Flashlightsqty 8
Fire extinguishersqty 3

Tableware

Reusable drinking cupsqty 200
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 8
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 6
Serving plattersqty 12
Pouring jugsqty 8
Ice packsqty 30

Decorations

Start and finish bannersqty 4
Sponsor bannersqty 12
Directional signsqty 20
Stage blocksqty 3
Prizesqty 12

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the course and date before opening registration. Allow several weeks for the permit application and traffic plan, then reserve traffic controllers as soon as the route is approved.
Close registrations early enough to process entries, collect dietary requirements and create the starting order. Send participant information only after start times, route details and race rules are confirmed.
Test the timing setup before race day. Charge tablets, stopwatches, power banks and walkie-talkies, and bring a laptop, printer and spare power connections for last-minute changes.
Prepare the course materials the day before: race number vests, cones, barrier tape, route arrows and printed route maps. Keep spare bike pumps and inner tubes at a clearly marked support point.
Check the weather forecast at least 48 hours before the start. Fill coolers, prepare catering and assemble starter packs only after you know the expected attendance, while keeping tents, lights and sound equipment ready for changing conditions.

Frequently asked questions

How far in advance should I organise a team time trial?: Start planning at least 8 to 12 weeks before race day. Apply for the permit and develop the traffic plan first, because these determine whether the course and date can go ahead.
When should registration close for a team time trial?: Close registration 7 to 10 days before the event. That gives you time to process entries, collect dietary requirements, set the starting order and print race numbers and route maps.
How many traffic controllers do I need for a team time trial?: There is no fixed number: it depends on the crossings and junctions on your approved route. Mark every point that needs coverage in the traffic plan, then reserve one trained controller per required position plus a small backup team.
When should I check the weather and prepare the equipment?: Check the forecast 48 hours before the event and again on the morning itself. Set up tents, barriers, timing equipment, lighting and sound equipment early enough to test power, communications and visibility before the first team starts.

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.