REGISTRATION AND CHECK-IN
☐ Set up registration area with signage.
☐ Ensure registration materials are organized.
☐ Verify participant identities and USA Cycling licenses and distribute race numbers.
☐ Print USA Cycling one day license and rider release waivers.
☐ Print start lists for Officials and Announcer(s)
COURSE SETUP AND MARKING SHAPE
☐ Place course signage and directional arrows.
☐ Mark distances and caution areas.
☐ Verify course markings are visible and consistent.
☐ Set up timing equipment and synchronize with schedule.
☐ Test timing system to ensure accuracy.
☐ Prepare result display area.
☐ Setup lap cards and bell.
OFFICIALS AND COURSE MARSHALS
☐ Assign event staff and marshals to key points.
☐ Ensure officials have necessary equipment.
☐ Review safety and rule enforcement protocols.
☐ Establish communication protocols with race announcer, officials, timing and event staff.
MEDICAL SERVICES
☐ Set up medical area with supplies.
☐ Confirm medical personnel availability.
☐ Establish communication with medical staff.
☐ Print and distribute first report of occurence forms.
VOLUNTEER COORDINATION
☐ Assign volunteers to designated roles.
☐ Provide volunteers with instructions and equipment.
☐ Verify volunteer shifts and availability.
☐ Coordinate with security staff.
☐ Ensure security personnel are aware of their roles.
☐ Address any security concerns.
☐ Obtain signed volunteer releases.
SPECTATOR AREAS
☐ Designate safe spectator zones.
☐ Set up viewing areas with appropriate barriers.
☐ Ensure safety and accessibility for spectators.
COMMUNICATION
☐ Distribute radios or communication devices.
☐ Establish communication channels between key personnel.
☐ Test communication equipment.
PARTICIPANT SUPPORT
☐ Arrange SAG vehicles or stations.
☐ Ensure mechanical support is available.
☐ Mark off and designate neutral support and green zones.
AWARDS, PRIZES AND POST EVENT ACTIVITES
☐ Post results in a timely manner.
☐ Prepare awards area.
☐ Ensure trophies, medals, or prizes are organized.
☐ Verify accuracy of award categories.
☐ Organize post-race celebrations or ceremonies.
☐ Plan awards presentation.
☐ Communicate post-event activities schedule.
INCIDENT MANAGEMENT
☐ Communicate incident reporting protocol.
☐ Ensure staff is aware of incident response procedures.
☐ Document any incidents and actions taken.
PARTICIPANT SERVICES
☐ Set up water stations and restrooms.
☐ Provide shaded areas for participants and spectators.
☐ Ensure participant amenities are accessible.
EMERGENCY ACTION PLAN
☐ Review the Emergency Action Plan with staff.
☐ Ensure staff knows their roles in emergencies.
☐ Keep emergency contact numbers accessible.
COMMUNICATION WITH PARTICIPANTS
☐ Use loudspeakers for real-time updates.
☐ Share any course or schedule changes.
☐ Keep participants informed throughout the event.
PARTICIPANT FEEDBACK
☐ Prepare feedback collection mechanisms.
☐ Encourage participants and volunteers to provide feedback.
☐ Create a post-event survey.
POST-EVENT CLEANUP
☐ Assign a cleanup crew.
☐ Collect and properly dispose of waste.
☐ Leave the event area clean and organized.
REVIEW AND WRAP-UP
☐ Conduct a post-event debrief with key personnel.
☐ Review the event’s successes and areas for improvement.
☐ Complete any necessary post-event reports.
Remember to adapt this checklist based on your event’s specific needs and requirements. Having a well-organized and comprehensive checklist will help you manage event day tasks efficiently and ensure a successful event.
