Time trial checklist: everything to arrange

A time trial depends on more than a marked course and a stopwatch. You need to lock in the route and locations, handle permits and traffic measures, set up registration and timing, and brief every marshal before race day. This checklist covers 76 planning tasks and 59 items, including bib numbers, route arrows, barriers, first aid, timing equipment and finish-line supplies. Use it to work backwards from the race date and avoid last-minute gaps.

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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
Reserve start and finish location
Arrange permits and notifications
2 people
Check insurance details
Draw up competition rules
2 people
Check the route for safety
3 people
Apply for traffic measures
Reserve timing
Arrange first aid staffing
Recruit volunteers
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Design race numbers
2 people
Make route map
2 people
Assign volunteers
2 people
Create instructions for marshals
2 people
Print course maps
Print race numbers
Check participant list
2 people
Order prizes and medals
Re-inspect route
3 people
Check traffic posts
2 people
Check the weather forecast
Send participants practical information
2 people
Distribute emergency numbers
Assemble race number packets
3 people
Do the shopping
2 people
Purchase drinks and fruit
2 people
Collect materials
2 people
Test batteries and equipment
2 people
Sort bib numbers alphabetically
2 people
Prepare catering
3 people
Lay out route signs
2 people
Prepare team briefing
Set up the start and finish area
6 people
Set up registration tables
3 people
Mark route
5 people
Set up drink stations
4 people
Set up the first aid station
2 people
Set up sound equipment
2 people

Event

Give participant briefing
2 people
Open registration
4 people
Hand out race numbers
4 people
Process late registrations
2 people
Guide the starting area
3 people
Provide the starting signal
Operate timekeeping
2 people
Staff traffic posts
8 people
Check the course
3 people
Encourage participants
4 people
Staff the drink stations
6 people
Refill drinks
3 people
Hand out fruit and snacks
3 people
Provide first aid
2 people
Register arriving runners
2 people
Hand out finisher medals
3 people
Check results
2 people
Handle prize ceremony
3 people
Serve coffee and tea
2 people
Serving food
4 people
Refill drinks
2 people
Collect waste
3 people
Guide the last participants
2 people

Aftercare

Dismantle finish area
5 people
Remove route signs
4 people
Clean the venue
5 people
Wash dishes
3 people
Publish results
Thank participants
Return borrowed materials
2 people
Dispose of waste
2 people
Archive timekeeping data
Collect expenses
Handle lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Registration tablesqty 3
Waste binsqty 8

Sports equipment

Bib numbersqty 180
Safety pinsqty 400
Conesqty 40
Crowd control barriersqty 20
Route arrowsqty 80
Kilometer markersqty 15
Starting ribbon
Finisher medalsqty 180
Pedometersqty 4
Stopwatchesqty 6
Disposable cupsqty 600
Coolersqty 8

Equipment

Speakersqty 2
Wireless microphone
Megaphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Laptop
Printer

Lighting

LED lampsqty 8
Flashlightsqty 6

Tableware

Reusable platesqty 200
Reusable bowlsqty 80
Reusable cupsqty 250
Cutlery setsqty 200
Coffee cupsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving spoonsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Pliersqty 6
Ice packsqty 30

Cleaning

Cleaning bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Microfiber clothsqty 12
Dustpans and brushesqty 3
Mop setsqty 2
Toilet paperqty 24
Hand soapqty 4
Disinfecting gelqty 6

First aid

First aid kitsqty 2
Emergency blanketsqty 20
Disposable glovesqty 100
Cooling packs for first aidqty 12

Decorations

Bannersqty 6
Buntingqty 10
Balloonsqty 100
Stage ribbonqty 2

Catering

Groceries

Tips

Record the date and route first, then reserve the start and finish locations before publishing registration. Allow at least several weeks for permits, notifications and any traffic measures.
Inspect the course twice: once during planning and again shortly before the event. Check junctions, hazards, signage positions and whether cones, barriers, arrows and kilometre markers are sufficient for the full route.
Book timing and first-aid staffing early, then recruit enough volunteers to cover registration, marshal points, start procedures and the finish. Give marshals written instructions and course maps before race day.
Prepare bib numbers, safety pins, the participant list and the registration area together. Print spare numbers and keep a laptop, printer, extension cords, power strips and power banks available in case the main setup fails.
Check the weather forecast and re-inspect the site before opening. Set out tents, tables, waste bins, coolers, cups, speakers and lighting according to the timetable, and test the microphone or megaphone before participants arrive.

Frequently asked questions

How far in advance should I plan a time trial?: Start planning at least 8 to 12 weeks before the race. This gives you time to confirm the route and locations, arrange permits and traffic measures, book timing and first aid, recruit volunteers, and open registration.
What equipment do I need for a time trial?: Plan for timing equipment, bib numbers, safety pins, cones, barriers, route arrows, kilometre markers and a starting ribbon. Registration also needs tables, a laptop and printer, while the start and finish may need tents, a microphone or megaphone, lighting, coolers and cups.
How many volunteers are needed for a time trial?: The number depends on the route and number of junctions, but assign one trained marshal to every point where participants need guidance or traffic control. Add separate people for registration, timing, the start, the finish and first aid rather than asking one volunteer to cover two stations.
When should I check the time trial route?: Check it once while creating the course and again shortly before race day, ideally within 24 to 48 hours. Confirm that signs, cones, barriers and kilometre markers are still usable, and review the weather and traffic situation before setup.

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.