Time Trial Challenge Checklist

A time trial challenge needs more than a course and a stopwatch. You need to secure the start location, confirm permits and traffic measures, map risks, and build a reliable timing process before race day. This checklist puts registration, volunteers, participant information, equipment checks and setup in a workable order. It also highlights details that are easy to leave until the last week, such as spare bike equipment, printed race numbers and a tested backup power plan.

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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 starting location
Select the course
2 people
Apply for the course permit
Apply for traffic measures
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign judges
Scout the course
3 people
Record risks along the route
2 people
Assign traffic posts
2 people
Set up the starting order
2 people
Send participant information
Prepare the volunteers briefing
2 people
Test time tracking
2 people
Check the weather forecast
Print participant list
Prepare race numbers
2 people
Do the shopping
2 people
Fill coolers
2 people
Check equipment
3 people
Make start and finish signs
2 people

Event

Give volunteer briefing
2 people
Set out the course
6 people
Staff traffic posts
8 people
Build the start and finish area
6 people
Install time tracking
2 people
Retest time tracking
2 people
Set up the registration table
2 people
Set up the catering table
2 people
Register participants
3 people
Hand out race numbers
2 people
Check bikes and helmets
2 people
Give course instructions
2 people
Lead the warm-up
Announce the start time
Get participants started
3 people
Record finish times
3 people
Receive finishers
2 people
Hand out water
2 people
Refill drinks
2 people
Serve snacks
2 people
Publish interim results
Check the result
2 people
Set out prizes
2 people
Handle prize ceremony
3 people
Thank participants
Remove course markers
6 people

Aftercare

Dismantle furniture
4 people
Switch off equipment
2 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Dry and sort equipment
2 people
Publish results online
Send participant email
Return rented equipment
2 people
Archive the timekeeping records
Return lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 30
Waste binsqty 6
Crowd barriersqty 20

Sports equipment

Traffic conesqty 40
Route arrowsqty 50
Bib numbersqty 100
Bib holdersqty 100
Spare helmetsqty 4
Spare bike pumpsqty 3
Bike tool kitsqty 2
Spare inner tubesqty 12

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Fire extinguishersqty 2

Equipment

Timing systemsqty 2
Laptopsqty 2
Printers
Walkie-talkiesqty 10
Speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 6
Power banksqty 6
Stopwatchesqty 4
Mobile Wi‑Fi hotspot

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Water dispensersqty 3
Coolersqty 6
Thermos flasksqty 4

Decorations

Stage drapesqty 2
Buntingqty 6
Balloonsqty 100
Prize display

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Groceries

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Spongesqty 12

Tips

Start permits and traffic arrangements early. Submit the course permit and traffic-measure applications before opening registration, because route approval can affect the course, start time and number of participants.
Scout the full course at least twice: once during planning and again close to race day. Record hazards, assign traffic posts, and place route arrows and cones where riders could otherwise miss a turn.
Test the timing system with the actual laptops, printers, stopwatches and power connections you will use. Run a complete test from participant check-in through the finish result, then keep power banks and a mobile Wi‑Fi hotspot available as backups.
Prepare the volunteer briefing before sending the final participant information. Include each judge’s position, traffic-post duties, radio channels and what to do if a rider stops, takes a wrong turn or needs first aid.
Do not leave race-day supplies until the final morning. Print the participant list, prepare bib numbers and holders, check spare helmets, pumps, tool kits and inner tubes, and fill the coolers before volunteers arrive.

Frequently asked questions

How far in advance should I plan a time trial challenge?: Start the course, venue and permit work at least 8 to 12 weeks before the event. Open registration only after the route and traffic arrangements are realistic, then use the final 2 weeks for volunteer assignments, participant information and equipment testing.
How many volunteers do I need for a time trial challenge?: Plan at least one person for registration and start control, one judge or timekeeper at the finish, and one traffic marshal for every active traffic post. Add a course lead and a first-aid contact, then increase the number when several riders are on the course at once.
When should I send participant information for a time trial challenge?: Send the main information 7 to 10 days before the start, including the start order, arrival time, course instructions and safety rules. Send a short weather and last-minute update 24 hours before the event if conditions or arrangements change.
What backup equipment should a time trial challenge have?: Keep at least two stopwatches and a tested backup timing method, plus power banks, extension cords and a mobile Wi‑Fi hotspot. For riders, prepare spare pumps, bike tool kits, inner tubes and helmets so a minor equipment problem does not stop the start.

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.