Bus Roadeo Toolkit

Guidance on Using Consultants to Plan and Manage Roadeos

Hosting a successful bus roadeo requires coordination across many different tasks, from operations to logistics to promotion. While many agencies and organizations can manage the work internally, others may not have the staffing, time, or expertise required to execute all components effectively. Engaging a third-party contract or consultant can help fill these gaps, ensuring the event is well-planned, professionally managed, and effectively marketed.



This section outlines the responsibilities and duties associated with event planning, marketing, organizing, set-up, and break-down. Tasks are organized by category and sub-task to help the event sponsor assess internal capabilities and determine where outside assistance may be beneficial.

• Develop overall event timeline and milestones.
• Create planning checklists and task assignments.
• Identify staffing, volunteer, and resource needs.
• Identify and secure the event venue and required permits.
• Secure materials and arrange equipment rentals (e.g., cones, barriers, tents, radios, port-a-potties, golf carts).
• Develop site layout for all event areas.
  

• Prepare event budget and cost estimates.
• Identify cost-saving opportunities.
• Procure materials and supplies.
• Manage vendor contracts and payments.
  

• Develop event branding, logos, and messaging.
• Identify target audiences and recruit judges and volunteers.
• Design promotional content, including flyers, posters, and digital content for websites and social media.
• Coordinate outreach to sponsors, partners, and vendors.
  

• Design the roadeo course consistent with state or national standards.
• Prepare course diagrams and setup instructions.
• Oversee physical setup of obstacles, event spaces, and signage.
• Conduct safety inspections and risk assessments.
• Coordinate judge stations, timing equipment, and communication tools.
• Troubleshoot operational issues during the event.
  

• Recruit judges and volunteers.
• Develop training materials and instructional guidelines.
• Conduct training sessions and practice evaluations.
• Prepare score sheets.
• Ensure consistency and fairness in scoring across all judges.
• Organize a practice session for participants (drivers, mechanics, judges).
  

• Prepare participant packets and orientation materials.
• Manage participant check-in.
• Coordinate vehicle assignments and staging.
• Provide safety briefings and event instructions.
• Coordinate staff and volunteer assignments.
• Troubleshoot issues in real time and respond to incidents and emergencies.
  

• Oversee evaluations and scoring.
• Prepare awards and certificates.
• Oversee event clean-up.
• Document lessons learned and recommendations.
• Conduct post-event communications with sponsor(s), community partners, and vendors.
• Issue final scores to participants so they can use them as a training tool. 
• Create post-event content for the agency website, newsletter, and social media.
  

Updated September 15, 2026