Veterans race checklist: organise it in the right order

A veterans race needs more than a marked course and a start time. You need to secure the competition permit, inspect the route, arrange traffic control and first aid, and confirm timing well before race day. Registrations, dietary requirements, bib numbers, medals and prize money also take time to process. Use this checklist to keep the planning sequence clear, from permissions and suppliers to volunteer briefing and the final weather check.

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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

Apply for competition permit
2 people
Record the course
3 people
Inspect the course
3 people
Submit traffic plan
2 people
Reserve traffic controllers
2 people
Reserve the first aid team
2 people
Reserve timing
2 people
Check insurance
2 people
Create participant list
2 people
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Arrange prize money
2 people
Order cups and medals
2 people
Book catering
2 people
Confirm traffic measures
2 people
Check the weather forecast
Publish start list
2 people
Assign volunteers
2 people
Distribute route instructions
2 people
Do the shopping
3 people
Sort bib numbers
2 people
Checking prizes
2 people
Fill coolers
2 people
Load equipment
4 people
Mark the course
6 people
Set up traffic signs
5 people
Build the start and finish arch
4 people
Set up crowd-control barriers
6 people
Set up registration tables
3 people
Build the catering point
4 people
Set up the first aid station
3 people
Set up timing
3 people
Test sound system
2 people
Prepare competition briefing
2 people
Lay out bib numbers
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Brief traffic controllers
3 people
Brief volunteers
3 people

Event

Open registration
4 people
Hand out bib numbers
3 people
Carry out bike checks
2 people
Give participant briefing
3 people
Clear the start area
4 people
Start the race
5 people
Record race progress
4 people
Staff traffic posts
12 people
Staff the first aid station
3 people
Record the finish
4 people
Check results
3 people
Serve drinks
4 people
Refill drinks
3 people
Serve snacks
3 people
Empty trash bins
2 people
Prepare awards ceremony
3 people
Support awards ceremony
4 people
Provide music
2 people
Inform the audience
2 people
Clear the course
3 people

Aftercare

Remove traffic signs
5 people
Take down the barriers
6 people
Dismantle start and finish arch
4 people
Clean up catering
4 people
Wash dishes
3 people
Clean the grounds
6 people
Dismantle timing equipment
3 people
Dismantle the sound system
2 people
Reload materials
4 people
Leave venue clean
3 people
Return rental items
2 people
Publish results
2 people
Pay out prizes
2 people
Cancel permits
Process lost and found items
Collect photo materials
2 people
Sort leftovers
2 people

What to bring

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

Furniture

Party tentsqty 4
Registration tablesqty 4
Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Waste binsqty 12
Coat racksqty 2
Stage sectionsqty 4

Sports equipment

Start and finish arch
Crowd barriersqty 80
Traffic conesqty 80
Route arrowsqty 40
Course ribbonqty 10
Bib numbersqty 250
Start number magnetsqty 500
Bib number beltsqty 250
Stage cupsqty 12
Medalsqty 250
Timing matsqty 2
Stopwatchesqty 6
Clipboardsqty 12
Walkie-talkiesqty 14
Safety vestsqty 30
Course mapsqty 30

Equipment

Sound system
Microphonesqty 3
Speakersqty 4
Extension cordsqty 8
Power stripsqty 6
Power banksqty 10
Cable reelsqty 4
Laptopqty 2
Printer
Printer paperqty 3
Laminator
Laminating sleevesqty 100
Spare batteriesqty 40

Tableware

Reusable cupsqty 500
Coffee cupsqty 150
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Pitchersqty 8
Thermos flasksqty 8

Kitchen

Coolersqty 8
Coolersqty 4
Cutting boardsqty 6
Paring knivesqty 6
Serving tongsqty 10
Bottle openersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4

First aid

First aid kitsqty 3
AED
Emergency blanketsqty 20
Stretcher

Decorations

Buntingqty 12
Dutch flagsqty 8
Sponsor bannersqty 20
Welcome signqty 2

Lighting

LED string lightsqty 8
Work lightsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 6
Cleaning spraysqty 6
Work glovesqty 20
Hand sanitizer dispensersqty 8
Trash bag holdersqty 12

Catering

Groceries

Tips

Start with permissions and route checks. Record the course, inspect it in person, submit the traffic plan and apply for the competition permit before committing to the race-day schedule.
Book safety and race services early. Confirm the first aid team, traffic controllers and timing provider before registrations open, then check that insurance covers the event.
Set a firm registration deadline at least 7 days before the race. This gives you time to create the participant list, sort bib numbers, collect dietary requirements and publish the start list.
Prepare the course as a separate race-day job. Place route arrows, cones, barriers and course ribbon, and give route instructions plus walkie-talkies to the volunteers responsible for each section.
Check power and weather 24 hours before the start. Test the sound system, microphones, timing mats and extension cords, and fill the coolers only after the final forecast and attendance numbers are known.

Frequently asked questions

How early should I apply for a veterans race permit?: Start the permit application as soon as the route and provisional date are known, preferably at least 8 to 12 weeks before race day. Traffic plans and road-use approvals may need separate processing time.
When should I close veterans race registration?: Close registration at least 7 days before the race if you need a final participant list, bib numbers, dietary requirements and catering quantities. Publish the start list after the last corrections have been processed.
How many volunteers do I need for a veterans race?: The number depends on the route and road crossings, but assign one clearly identified volunteer to every controlled point and add at least 2 people for registration and finish support. Confirm the final rota 3 to 5 days before the event.
When should I check the veterans race weather forecast?: Check the forecast 48 hours before the race and again on the morning itself. Use the first check to adjust tents, hydration and clothing guidance, and the final check to confirm the course and safety setup.

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.