Trial Race Checklist

A trial race needs more than a marked course and a start time. You need to settle the competition format, secure the venue, check insurance and permits, and publish clear participant rules before registration opens. In the final week, confirm officials and volunteers, prepare bib numbers and scorecards, test timing equipment, and inspect every section of the course. This checklist also covers practical details people often leave too late, including spare parts, power, signs, drinks, coffee and transport to the venue.

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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 competition venue
Check competition insurance
Prepare safety plan
2 people
Draw the course layout
2 people
Publish participant rules
Send invitations
Process registrations
2 people
Collect dietary requirements
Confirm judges and officials
Assign volunteers
2 people
Check permits and notifications
Prepare timekeeping
2 people
Make bib numbers
2 people
Print scorecards
Make route and safety signs
2 people
Check sports equipment
2 people
Gather tools and spare parts
2 people
Do the shopping
2 people
Bring materials to the venue
3 people
Inspect the course
3 people
Mark the start and finish areas
3 people
Prepare competition administration
2 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up tables and chairs
4 people
Set up the information desk
2 people
Set out the course
6 people
Secure obstacles safely
4 people
Prepare first aid supplies
Brief officials
3 people

Event

Staff the registration desk
2 people
Register participants
3 people
Hand out race numbers
2 people
Give riders briefing
2 people
Start the competition
3 people
Record scores and times
8 people
Monitor the course and audience
6 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Process interim results
2 people
Record the finish
3 people
Check the final results
3 people
Set out prizes
2 people
Handle prize ceremony
3 people
Escort the last visitors
2 people

Aftercare

Mark off the course
4 people
Clear away obstacles and tape
5 people
Archive scorecards
2 people
Wash dishes
3 people
Clean the venue
5 people
Dispose of waste
2 people
Return materials
3 people
Return borrowed items
2 people
Publish the results
Inform participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Party tentsqty 3
High tablesqty 2

Sports equipment

Course tapeqty 12
Conesqty 40
Barsqty 8
Wooden palletsqty 10
Car tiresqty 12
Slopesqty 4
Bib numbersqty 40
Scorecardsqty 100
Spare bicyclesqty 2
Bike pumpsqty 3
Basic tool kitsqty 3
Spare inner tubesqty 10
Ratchet strapsqty 12
Work glovesqty 12

Equipment

Laptopsqty 2
Tabletsqty 6
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone
Printers
Coolersqty 4

Lighting

Work lightsqty 6
Battery lampsqty 8

Tableware

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

Decorations

Route signsqty 12
Information boardsqty 4
Directional signsqty 10
Stage ribbon

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Knivesqty 4
Serving spoonsqty 4
Serving traysqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 2
Hand soap dispensersqty 4
First aid kitsqty 2

Catering

Prizesqty 6
Groceries

Tips

Set the competition format before sending invitations. Define categories, heats or start groups, scoring and time limits first, so registration forms and participant rules contain the right information.
Inspect the course at least once before race day and again after setup. Check that tape, cones, bars, pallets, tires and slopes are secure, and mark start and finish areas clearly.
Prepare a repair point rather than relying on participants to solve problems themselves. Keep pumps, basic tool kits, spare inner tubes, gloves and spare bicycles together and accessible.
Test timing and administration equipment before participants arrive. Charge tablets, laptops, power banks and walkie-talkies, check printers and extension leads, and keep printed scorecards as a backup.
Plan the arrival and refreshment setup separately from the race course. Bring tables, chairs, tents, coolers and reusable cups to the venue, chill drinks in time, and set up coffee and tea before officials and volunteers report.

Frequently asked questions

How far in advance should I organize a trial race?: Start venue, insurance, permit and safety planning at least 8 to 12 weeks before the race. Open registration only after the format, rules and course information are ready.
What should I check before opening trial race registration?: Confirm the venue, competition format, insurance position and required notifications first. Publish participant rules at least 3 to 4 weeks before race day so entrants can prepare properly.
When should I inspect and mark the trial race course?: Do a full course inspection 7 to 14 days before the event, then inspect it again on setup day. Mark the start, finish, hazards and route with tape, cones and signs after the final layout is confirmed.
How many volunteers do I need for a trial race?: Use at least one responsible person for registration and administration, one official or marshal at each critical course point, and a separate team for timing, repairs and refreshments. Confirm the roster 7 days before the race and give everyone a named position.

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.