Time trial checklist: what to arrange and when

A time trial depends on a measured course, reliable timing and clear control of the road. Start by fixing the date and route, then arrange permits, traffic control and timing before opening registration. In the final week, confirm participants, build the start order and prepare bibs, route signs and volunteer instructions. On race day, allow enough time to inspect the course, set out barriers and arrows, and test the timing system before the first rider starts.

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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
Check permits
Develop the traffic plan
2 people
Reserve traffic controllers
Reserve timing
Design race numbers
Open registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Create the start order
2 people
Assign volunteers
2 people
Distribute route instructions
Check the weather forecast
Print bib numbers and lists
2 people
Do the shopping
2 people
Collect materials
3 people
Charge batteries
Inspect the course
3 people
Set up traffic measures
6 people
Block off start and finish area
4 people
Place arrows along the course
4 people
Set up tents and tables
5 people
Set up timing
3 people
Connect power supply
2 people
Set up the registration table
2 people
Sort bib numbers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out first aid supplies
2 people
Hold volunteer briefing
3 people
Check the course one last time
4 people

Event

Open registration
3 people
Receive participants
3 people
Hand out race numbers
2 people
Give participant briefing
2 people
Announce starting order
2 people
Start participants individually
3 people
Record split times
4 people
Register finishers
3 people
Monitor the course and intersections
8 people
Refill drinks
2 people
Serve snacks
2 people
Check Time Results
2 people
Publish the results
2 people
Present prizes
3 people
See participants off
3 people

Aftercare

Disable timekeeping
2 people
Remove traffic signs
6 people
Remove course markers
4 people
Take down tents and tables
5 people
Collect waste
4 people
Wash dishes
2 people
Clean the venue
4 people
Return materials
3 people
Return rented items
2 people
Send results to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 30
Waste binsqty 6

Equipment

Laptopqty 2
Printer
Timing set
Handheld megaphoneqty 2
Walkie-talkiesqty 12
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6

Sports equipment

Traffic conesqty 40
Crowd barriersqty 20
Route arrowsqty 40
Start arch
Finish arch
Stop signsqty 8
Warning signsqty 12
Race bib beltsqty 120
Spare bike pumpsqty 2
Tool setsqty 2
Spare inner tubesqty 12

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 6
Serving plattersqty 8
Cutting boardsqty 3
Bread knivesqty 3
Serving jugsqty 4

Lighting

LED lampsqty 6
Battery lanternsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the date and course before opening registration. Check permit requirements and create the traffic plan early enough to reserve traffic controllers and confirm which roads must be closed.
Close registration before race day so you can check the participant list, collect dietary requirements and create a realistic start order. Print bib numbers, lists and route instructions at least one day ahead.
Test the timing set, laptop, printer and walkie-talkies before leaving for the course. Charge batteries and power banks overnight, and pack extension cords and power strips if mains power is available.
Inspect the entire route on race morning, not just the start and finish. Place route arrows, warning signs, stop signs, cones and barriers where riders could otherwise miss a turn or meet traffic.
Build a setup buffer of at least 90 minutes before the first start. This gives volunteers time to block the start and finish area, erect the arches, set up tents and tables, and verify timing with a test run.

Frequently asked questions

How far in advance should I organise a time trial?: Start planning at least 8 to 12 weeks before the event. This gives you time to check permits, secure traffic controllers and timing, open registration, and order or collect the required equipment.
When should registration close for a time trial?: Close registration 3 to 7 days before the start, depending on how much time you need to prepare the start order. Keep the final day for checking changes, printing bibs and sending route instructions rather than processing late entries.
How early should volunteers arrive for a time trial?: Ask setup volunteers to arrive at least 90 minutes before the first start. Traffic-control volunteers should be at their assigned points 30 to 45 minutes before riders arrive, with radios and instructions already distributed.
What should I check the day before a time trial?: Confirm the weather, participant list, start order and traffic arrangements the day before. Print all lists and bibs, charge batteries, check the timing equipment, and make sure arrows, signs, cones, barriers, pumps and tool sets are ready for transport.

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