Promoter's Checklist

A few years ago, Renee Orr and Mike Beck promoted a stage race consisting of a hill climb time trial, a criterium, and a road race. This is the checklist they devised to ensure nothing was forgotten. Violet Crown News reprints it here with their permission. Hopefully this will help make your first promotion run more smoothly.

Tour de Yourracenamehere
This is a broad base list of items to consider when YOU are promoting a race. Based on doing a Stage Race: Time Trial, Criterium, and Road Race.
Organization:
USCF Paperwork
Reserve Race course and facilities
Determine budget (see below)
Determine price list
Coordinate Officials
Sun Shade for Officials and Registration Personnel
Road Closures (City and County)
Sheriff Deputies for time trial and road race
Organize refreshments (sodas, sport drink and water)
Easily accessible start/finish line
Course set-up
Arrange for barricades, cones, etc.
Notification of homes/businesses/traffic on time trial and road race course
Signs for the course
Arrange for ample Parking
PA System: announcements/music
Pre-registration site (Thursday & Friday prior)
Change for the cash box ($_______)
Confirm Juniors schedule
Hotel Information for those traveling from out of town<
Arrange for Restroom facilities (Port-a-lets)
Determine area for warm-up

Volunteers:
Corner marshals for time trial and road race
Lead and follow vehicles for road race
Registration workers

Sponsors/Prizes:
Create a Packet (Letter, Race flyer, Race Bible, Estimate participation, etc.)
Title Sponsor
Obtain sponsorship for local businesses
Gather race prizes
Thank you letter to all Sponsors

Publicity:
Race Flyer
Race Bible
Distribution of Race Flyer
Getting event placed on race calendars

Budget:
Prize list of $__________
Rider attendance _____
Sponsorship/Advertising income of $_____________
Entry fee of $________
Late fee from ___% of the riders

Income:

Entry fee	$
Sponsors	$
Late fees	$
Total Income	$

Expenses:

Race Permit	$
Insurance	$
Late fees	$
Sheriff Deputies	$
Prizes	$
Advertising	$
Printing	$
Exposition rental	$
Officials	$
Refreshments	$
Trophies	$
Total Expenses	$

Net Profit

$

Attendance Figures:

Category	Worst Case	Projected	Best Case
Pro/1/2/3	20	30	40
4/5	20	30	40
30+	10	20	30
5/Public	10	20	30
40+	10	20	30
Women	5	10	15
Juniors	5	10	15
TOTAL	80	130	200