World Cycling Championships planning checklist

Use this checklist to organise a World Cycling Championships event from the first booking to the final equipment test. Start with the venue, permits and guest registration, then lock in catering, transport and the programme. The final days are for shopping, printing route maps, chilling drinks and preparing the room. On event day, allow enough time to set up tables, chairs, screens and sound before guests arrive.

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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

Reserve venue
Check permits
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Check transportation and parking
Create the program
2 people
Arrange seating
2 people
Brief volunteers
2 people
Check the shopping list
Do the shopping
3 people
Set up non-perishable supplies
2 people
Collect equipment
2 people
Check the venue and keys
2 people
Chill drinks
2 people
Sort decorations
2 people
Print route maps
Test the equipment
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up screens
3 people
Connect the sound system
2 people
Hang decorations
3 people
Set up the buffet
3 people
Set up coffee station
2 people
Check toilets
Set up the reception desk
2 people
Hold team briefing
5 people

Event

Welcome guests
3 people
Explain the program
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Monitor audio and video
2 people
Empty trash bins
2 people
Clean the toilets in between
Announce the final program
See off guests
3 people

Aftercare

Collect tableware
3 people
Clear buffet
3 people
Switch off equipment
2 people
Dispose of waste
2 people
Clean the venue
4 people
Final cleaning of the toilets
2 people
Put furniture back
4 people
Return rental items
2 people
Return borrowed items
2 people
Keep lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Reception desk
Tableclothsqty 12

Tableware

Platesqty 120
Bowlsqty 40
Glassesqty 150
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8

Equipment

Television screensqty 3
Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
HDMI cablesqty 5
HDMI splittersqty 2
Extension cordsqty 8
Power stripsqty 8
Portable speakersqty 2
Microphone
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2

Decorations

Flagsqty 20
Bike flagsqty 100
Start and finish banner
Table décorqty 12
Route postersqty 10

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 6
Hand sanitizer holdersqty 4

Catering

Groceries

Tips

Book the venue and check permit requirements before sending invitations. You need a confirmed address, access time and any restrictions before you can give guests reliable travel information.
Collect dietary requirements when registrations come in, then give the caterer a final headcount several days before the event. Keep a separate count for volunteers and speakers so catering does not run short.
Test every screen, laptop, HDMI cable, splitter, projector and speaker together at the venue. Do this at least one day ahead, because missing adapters or too few power outlets are difficult to fix once guests are arriving.
Print route maps and the final programme before event day, and place copies at the reception desk and seating areas. Prepare more copies than the registered guest count so late arrivals and volunteers can use them too.
Set up non-perishable supplies first, then chill drinks and prepare snacks close to opening time. Leave a clear route from the buffet tables to the seating so guests are not blocked by tables, coolers or equipment cases.

Frequently asked questions

How far in advance should I book a venue for a World Cycling Championships event?: Book the venue as soon as you have a likely date, preferably several months in advance. Check permits, opening hours, keys, parking and equipment access before sending invitations.
When should I send invitations for a World Cycling Championships event?: Send invitations at least 4 to 6 weeks before the event if guests need to register. Set a registration deadline about 7 days before the event so you can confirm catering, seating and dietary requirements.
How many screens and projectors do I need for a cycling championships event?: Plan one clearly visible screen for each main viewing area; a projector also needs a projection screen, laptop, HDMI cable and a tested power connection. Test the full setup at least 24 hours before opening.
How early should I arrive to set up the event venue?: Allow at least 3 hours for event-day setup when you need tables, chairs, buffet service, screens and sound. Open the venue earlier if keys, equipment collection or a full technical test must happen on the same day.

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