Youth race checklist: what to arrange and when

A youth race needs more than a marked route and a start line. You must secure the venue, permit and traffic measures before publishing registration, then organise categories, volunteers and race-day equipment. Route checks, bib numbers, timing, first-aid arrangements and refreshments are easy to leave until the final week. Use this checklist to work through the planning in order, from the first approvals to clearing the course after the last finishers.

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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

Confirm the competition venue
2 people
Apply for competition permit
Develop the traffic plan
2 people
Apply for traffic measures
Check insurance
Draw up competition rules
2 people
Define categories and distances
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign stations
2 people
Make reservations
Reserve materials
Design race numbers
Print race numbers
2 people
Make route markers
2 people
Carry out a route check
2 people
Mark traffic posts
2 people
Do the shopping
2 people
Fill coolers
2 people
Sort bib numbers
2 people
Mark off the course
8 people
Set up traffic signs
4 people
Build the start and finish arch
4 people
Set up tables and chairs
4 people
Build party tents
6 people
Set up the registration table
2 people
Set up finish-line registration
3 people
Set out first aid supplies
2 people
Connect the sound system
2 people
Set up the catering table
3 people

Event

Register volunteers
2 people
Brief volunteers
3 people
Register participants
4 people
Hand out race numbers
3 people
Inspect bicycles
2 people
Lead the reconnaissance round
4 people
Inform the audience
2 people
Start first category
5 people
Keep round board updated
2 people
Staff traffic posts
12 people
Record the finish
3 people
Support the announcer
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Set up the awards ceremony
3 people
Present prizes
3 people
Restock the buffet
3 people
Guide the audience
3 people
Clear the course
4 people

Aftercare

Turn off the sound system
2 people
Remove decorations
3 people
Gather course materials
8 people
Take down tents and furniture
6 people
Wash dishes
3 people
Clean the grounds
6 people
Dispose of waste
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Clean coolers and crates
2 people
Publish results
Inform participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Chairsqty 40
Beer table setsqty 4
Waste binsqty 8

Sports equipment

Crowd barriersqty 30
Traffic conesqty 80
Route arrowsqty 25
Kilometer markersqty 12
Start and finish arch
Round board
Bicycle standsqty 12
Spare bike pumpsqty 3
Bike tool kitsqty 2
Spare inner tubesqty 20
Bib numbersqty 150
Bib holdersqty 150
Medal ribbonsqty 150

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Walkie-talkiesqty 12
Stopwatchesqty 4
Laptop
Printer
Laminator
Coolersqty 6
Thermos flasksqty 6
Table chalkboardsqty 6

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Serving jugsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Ice packsqty 24
Disposable glovesqty 2

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Safety vestsqty 20
Flashlightsqty 6
Fire extinguishersqty 2

Decorations

Buntingqty 12
Balloon archesqty 2
Sponsor bannersqty 12
Prize tableclothqty 2

Lighting

LED work lightsqty 6
String lightsqty 4

Cleaning

Litter pickersqty 4
Broom setsqty 3
Mop setsqty 2
Hand broomsqty 4

Catering

Groceries

Tips

Start with the venue, permit and traffic plan before opening registration. Traffic measures may require applications and lead time, so do not wait until the route is already published.
Set categories, distances and competition rules before sending invitations. Include a clear registration deadline and collect dietary requirements early enough to plan food and drinks for every participant.
Assign volunteers to fixed stations, including registration, course points, start and finish, traffic posts and refreshments. Confirm the rota at least 7 days before race day and give station leads a way to contact each other.
Check the full route on foot or by bike before marking it. Count every turn, place route arrows and kilometre markers where riders can see them, and use barriers or cones at points where spectators or traffic could enter the course.
Prepare the race-day kit in labelled groups: bib numbers and holders, timing equipment, radios, tools, pumps, spare inner tubes and refreshments. Fill coolers and thermos flasks on the day, and test the sound system, microphones and power connections before participants arrive.

Frequently asked questions

How far in advance should I organise a youth race?: Start venue, permit and traffic planning several months before race day, because approvals and road measures can take time. Set the registration deadline at least 2 weeks before the event so you can sort bib numbers, categories and dietary requirements.
How many volunteers do I need for a youth race?: The number depends on the route and traffic controls, but plan one person for every staffed station plus separate people for registration, timing, refreshments and course support. Confirm the final rota at least 7 days before the race.
What should be checked on the youth race route?: Check every turn, crossing, narrow section and surface change during a full route inspection. Do this 1 to 2 weeks before the race, then make a final check on race day before putting out arrows, cones and barriers.
When should I prepare race numbers and refreshments?: Print and sort bib numbers after registration closes, preferably 3 to 5 days before the event. Buy and organise refreshments in the final week, then fill coolers and thermos flasks on race day so drinks stay fresh.

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.