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Event Organizer Resources: Event Day Checklist

Having a well-organized and comprehensive checklist will help you manage event day tasks efficiently and ensure a successful event.

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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.