Urban bike race checklist

An urban bike race needs more than a route and a start line. You need time to secure permits, arrange traffic measures, book first aid and security, recruit volunteers and set up reliable timing. This checklist puts the work in a practical order, from course planning and registration to route inspection and race-day setup. It also covers the equipment people often forget, such as spare inner tubes, walkie-talkies, power banks and clear route signage.

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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

Plan the course
3 people
Apply for a permit
Check insurance
Confirm starting location
2 people
Apply for traffic measures
Book first aid and security
Reserve timekeeping
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Distribute promotional materials
3 people
Process registrations
2 people
Collect dietary requirements
Design race numbers
2 people
Publish route plan
Assign volunteers
2 people
Print the run sheet
Check participant list
2 people
Print bib numbers
2 people
Assemble the medal and prize package
2 people
Check bikes and tools
2 people
Do the shopping
3 people
Chill drinks
2 people
Inspect the route in advance
3 people

Event

Block off start and finish area
6 people
Set Up Route Barricades
10 people
Mark bends and obstacles
6 people
Build the start arch
4 people
Set up registration tables
3 people
Build the catering point
4 people
Connect the sound system
2 people
Test power supply
2 people
Set up the first aid station
2 people
Register participants
4 people
Hand out race numbers
3 people
Carry out bike checks
3 people
Give participant briefing
3 people
Staff traffic posts
10 people
Enable time tracking
2 people
Test music and announcements
2 people
Lead the audience to safe zones
4 people
Carry out the start procedure
4 people
Record race progress
3 people
Monitor safety along the course
10 people
Refill drinks
3 people
Serve snacks and meals
5 people
Empty trash bins
3 people
Publish interim results
2 people
Provide technical support
3 people
Register finishers
3 people
Hand out water and recovery nutrition
3 people
Prepare the awards ceremony
3 people
Present prizes and medals
4 people
Receive the last participants
3 people
Clear the course
4 people

Aftercare

Remove route barriers
8 people
Take down the start and finish area
6 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the venue
5 people
Inventory supplies
2 people
Return rented equipment
3 people
Remove route signs
4 people
Check results
2 people
Publish results
Thank participants
2 people
Inform sponsors
Share photos and videos
2 people
Collect reimbursements

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Beer tablesqty 6
High tablesqty 6
Clothes racksqty 2

Sports equipment

Crowd barriersqty 80
Traffic conesqty 60
Route arrowsqty 40
Warning signsqty 20
Race bib beltsqty 150
Bike pumpsqty 4
Tool casesqty 3
Spare inner tubesqty 20
Bike locksqty 4
Cable tiesqty 500
Barrier tapeqty 10
Floor matsqty 6
Spare bicyclesqty 2
Medal ribbonsqty 150
Trophiesqty 12
Bib numbersqty 150
Markersqty 20

Equipment

Laptopqty 2
Tabletsqty 4
Time registration system
Walkie-talkiesqty 15
Mobile phonesqty 4
Mobile sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Printer
Printer paperqty 5
Laminator
Laminating sleevesqty 100
USB sticksqty 4

Lighting

LED lampsqty 12
Work lightsqty 6
Light-up wristbandsqty 150

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving jugsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8
Storage binsqty 12

First aid

First aid kitsqty 3
AED
Emergency blanketsqty 10
Stretcher

Decorations

Start arch
Stage sectionsqty 4
Buntingqty 12
Sponsor bannersqty 12
Arrow bannersqty 20
Prize tablecloth
Information boardsqty 12
Program postersqty 20
Stage backdrop

Catering

Groceries
Drink dispensersqty 4
Food warmersqty 4
Rolling coolersqty 4
Napkin holdersqty 8
Label holdersqty 12
Allergen cardsqty 20
Water cratesqty 12

Cleaning

Waste binsqty 12
Litter pickersqty 6
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 6

Tips

Start the route and permit process early. Allow at least 8–12 weeks to confirm the course, submit the permit application, arrange traffic measures and publish a route plan.
Book specialist support before opening registration. First aid, security and timekeeping can become unavailable, so confirm them several weeks before you send invitations.
Build a volunteer plan with named positions, shifts and contact details. Have one coordinator for each key area, including registration, course points, start and finish, and bike support.
Inspect the entire route before race day, then check it again during setup. Count route arrows, warning signs, cones, barriers and cable ties so missing equipment is found before riders arrive.
Prepare a power and communications backup. Test the laptop, tablets, timing system, microphones and walkie-talkies, and charge power banks the day before; keep extension cords and power strips together at the start area.

Frequently asked questions

How early should I organise an urban bike race?: Start planning at least 8–12 weeks before race day. The course, permit, traffic measures, first aid, security and timing should be confirmed before registration opens.
What equipment do I need for an urban bike race?: Plan for route arrows, warning signs, cones, crowd barriers, bike pumps, tool cases, spare inner tubes, bike chains and cable ties. You will also need timing equipment, radios, phones, power banks and lighting for operational support.
How many volunteers are needed for an urban bike race?: The number depends on the route and number of junctions, but assign at least one named volunteer to every controlled course point, plus separate teams for registration, start and finish, bike support and course coordination. Finalise shifts at least 1 week before the race.
When should I inspect the bike race route?: Inspect it once during planning and again on race day before participants arrive. The final check should happen at least 2 hours before the start so signs, barriers, cones and safety equipment can still be moved or replaced.

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.