A practical triathlon organising checklist

A triathlon depends on more than marking a start and finish line. You need the swim area, bike and run routes, traffic measures, volunteers, safety equipment and participant information ready at the right time. Start with the competition format and permits, then confirm the course and water arrangements before opening registration. In the final week, check every participant, starter pack and communication channel, and complete a full course inspection before race day.

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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
3 people
Set out the routes
4 people
Apply for permits
2 people
Confirm water usage
2 people
Apply for traffic measures
2 people
Carry out a site visit
3 people
Publish registration form
2 people
Send invitations
2 people
Recruit volunteers
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Make reservations
2 people
Print safety plan
2 people
Check participant list
2 people
Design race numbers
2 people
Produce route signs
3 people
Sort wristbands
2 people
Assemble starter packs
4 people
Do the shopping
3 people
Check equipment
3 people
Mark the bicycle parking
3 people
Pre-ride the course
2 people
Check swimming area
3 people
Set up the start area
5 people
Set up bike transition area
5 people
Set up the finish area
5 people
Set up registration desk
3 people
Build the catering point
3 people
Set up traffic signs
4 people
Mark off the course
6 people
Set up water station
3 people
Assemble the finish arch
3 people
Prepare starter packs
3 people
Test sound system
2 people

Event

Register participants
4 people
Hand out race numbers
3 people
Inspect bicycles
2 people
Give participant briefing
3 people
Guide the swim start
5 people
Monitor the swim course
6 people
Guide the transition zone
4 people
Supervise the bike course
8 people
Staff traffic posts
10 people
Staff the water station
3 people
Monitor the running course
6 people
Register finishers
3 people
Distribute the medal ribbons
2 people
Refill drinks
3 people
Serve fruit and snacks
3 people
Handle announcements
2 people
Staff the photo booth
2 people
Carry out award ceremony
4 people
See participants off
3 people
Watch the bicycle parking area
2 people

Aftercare

Remove course signs
5 people
Remove traffic barriers
5 people
Take down the transition area
4 people
Dismantle finish area
4 people
Collect waste
5 people
Wash dishes
3 people
Clean the venue
5 people
Inventory supplies
3 people
Return borrowed equipment
2 people
Store leftovers
2 people
Publish results
2 people

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Chairsqty 40
Bar stoolsqty 6
Start arch
Finish arch
Bicycle Racksqty 80

Sports equipment

Bib numbersqty 150
Swim capsqty 150
Wristbandsqty 150
Marker conesqty 60
Route arrowsqty 80
Ribbonsqty 20
Traffic conesqty 80
Crowd control barriersqty 30
Nub matsqty 20
Stage blocksqty 3
Medalsqty 150
Starter pistol
Stopwatchesqty 6
Life ringsqty 4
Rescue linesqty 4
Paddlesqty 4
Inflatable buoysqty 10
Bike pumpsqty 4
Tool setsqty 4
Spare inner tubesqty 20
Bicycle standsqty 10

Equipment

Walkie-talkiesqty 15
Battery lampsqty 12
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 3
Megaphonesqty 3
Stopwatchesqty 6

Kitchen

Coolersqty 8
Thermos flasksqty 6
Water jugsqty 12
Scissorsqty 6
Utility knivesqty 4
Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 12

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Storage binsqty 20

Cleaning

Waste binsqty 12
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 8

Lighting

String lightsqty 6
Work lightsqty 6

Decorations

Route signsqty 40
Info boardsqty 8
Marker tapeqty 10

Catering

Groceries

Tips

Apply for permits and traffic measures before publishing registration. Route changes after people have signed up create extra work and can affect safety instructions.
Carry out a site visit, then pre-ride the bike course and walk the run route. Check that route arrows, cones, barriers and crossing points are visible from a participant’s perspective.
Treat the swim area as a separate safety operation. Confirm water usage early and position life rings, rescue lines, paddles and communication devices where the safety team can reach them quickly.
Assign volunteers by location and shift, not just by general role. Give each course point a named person, a briefing and a way to contact the organiser, such as a walkie-talkie.
Assemble starter packs before race week if possible. Check bib numbers, swim caps, wristbands and race information against the participant list, then keep a small reserve for last-minute changes.

Frequently asked questions

How early should I start organising a triathlon?: Start at least 6 months before race day if you need permits, traffic measures or access to a swimming area. Set the format and provisional routes first, then begin applications before opening registration.
When should triathlon registration open?: Open registration only after the format, routes and key permissions are sufficiently confirmed. A practical target is 8 to 12 weeks before the event, leaving time to process entries and collect dietary or other participant requirements.
How many volunteers do I need for a triathlon?: The number depends on the course and road crossings, but plan one named volunteer for every staffed checkpoint or crossing, plus a separate start, finish, transition and safety team. Finalise assignments at least 2 weeks before race day.
What should I check on the week of a triathlon?: Check the participant list, race numbers, starter packs, safety plan, route signs, equipment and communication devices during the final 7 days. Complete the swim-area check and a full course inspection no later than the day before the race.

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.