Trial race checklist: what to arrange and when

A trial race needs more than a marked course and a start line. You have to secure the venue, permits and insurance before publishing registration, then build the start list, assign volunteers and inspect every obstacle. On race day, separate rider check-in, judging, first aid and course control so one delay does not affect the whole schedule. This checklist gives you a practical order for organising the competition, including the equipment people often remember only after setup has started.

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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
Confirm the competition venue
Apply for the course permit
Check insurance coverage
Draw up competition rules
2 people
Determine categories and ages
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Check entry fees
Publish start list
Assign competition numbers
2 people
Make reservations
Assign volunteers
2 people
Confirm judges
Confirm first aid contact
Carry out course inspection
3 people
Select obstacles
3 people
Print course map
Check competition equipment
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Assemble competition packs
3 people
Prepare route signs
2 people
Check the weather forecast
Open venue
2 people
Inspect the grounds
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up judges' table
2 people
Set out the course
6 people
Secure obstacles
5 people
Put up barrier tape
4 people
Place route signs
2 people
Test sound and walkie-talkies
2 people
Hold the jury briefing
4 people
Hold a volunteer briefing
3 people

Event

Open registration
3 people
Carry out bike checks
2 people
Receive participants
3 people
Hand out race numbers
2 people
Explain the course
2 people
Give the opening briefing
Supervise competition events
8 people
Record points
4 people
Record times
2 people
Inform the audience
Monitor safety along the course
6 people
Serve drinks
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Collect tableware
2 people
Check results
3 people
Set out prizes
2 people
Support awards ceremony
3 people
Publish official results
See participants off
3 people

Aftercare

Dismantle the course
6 people
Remove barrier tape
3 people
Remove directional signs
2 people
Take down tents
4 people
Put furniture back
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
4 people
Inventory materials
2 people
Record damaged materials
Return borrowed materials
2 people
Send results to participants
Process invoices and receipts
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Judges' table
High tablesqty 4

Sports equipment

Wooden beamsqty 20
Wooden palletsqty 12
Concrete blocksqty 20
Logsqty 8
Bike tiresqty 12
Conesqty 30
Course tapeqty 8
Crowd control barriersqty 20
Bib numbersqty 100
Race numbersqty 100
Spare bike pumpsqty 2
Bike pumpqty 2
Basic bike toolsqty 2
Spare inner tubesqty 12
Bike standqty 2

Equipment

Laptopqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 10
Megaphone
Portable speaker
Stopwatchesqty 4
Power banksqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Decorations

Directional signsqty 20
Directional signsqty 12
Starting flag
Finish flag
Stage blocksqty 3

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 100
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving jugsqty 4
Serving plattersqty 8
Storage boxesqty 12
Ice packsqty 20

Catering

Groceries

Tips

Start with the format, categories and age groups before opening registration. Publish the rules and entry requirements at the same time, so you do not have to reclassify riders later.
Apply for the course permit and confirm insurance coverage as soon as the venue is agreed. Allow at least 4–6 weeks for permit questions or changes to the course layout.
Close registration before publishing the start list. Assign race numbers, check dietary requirements and confirm the entry-fee records before you print bib numbers and judging sheets.
Inspect the course with the actual obstacles in place, including wooden beams, pallets, concrete blocks, logs and bike tyres. Mark hazards with cones and course tape, and keep barriers away from rider lines and spectator routes.
Plan a separate equipment check at least 24 hours before the race. Test stopwatches, walkie-talkies, the megaphone, printer, extension cords and LED lamps, and place spare pumps, tools and inner tubes where riders can reach them quickly.

Frequently asked questions

How far in advance should I organise a trial race?: Start venue, permit and insurance arrangements at least 6–8 weeks before race day. Open registration only after the format, categories, rules and course are sufficiently fixed.
When should I publish the trial race start list?: Publish it after registration closes and the entry data has been checked, usually 3–7 days before the race. Assign race numbers at the same time and leave a printed copy at the judges’ table.
How many volunteers do I need for a trial race?: Plan at least one person for registration, one starter, one finish or timing official, one judge per active section and one course or crowd-control person per busy area. Add a first-aid contact and a reserve volunteer before race day.
What should I check the day before a trial race?: Walk the full course, secure every obstacle, test communications and timing equipment, and confirm the judges, volunteers and first-aid contact. Finish shopping and chill drinks at least 24 hours before the first riders arrive.

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.