Bus Roadeo Toolkit

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Registration

Participant Eligibility Standards

You will want to ensure your eligibility requirements align with those of the national roadeos, so that your winners are able to compete in those events. Please see below for links to national bus roadeos: 



The eligibility standards should be included in the initial mailings to the participating transit agencies as part of the registration form. A list of Suggested Eligibility Criteria is provided. An example of Driver Qualification Criteria comes from the Connecticut Roadeo.

Develop a Registration Process

An online registration process is the most convenient way to register drivers, judges, and volunteers. This will also make it easier to build a database of participants. Free online tools such as Google Forms, SurveyMonkey, Zoomerang, or Surveygizmo can be used to collect this information. Ultimately, you will download the information into a spreadsheet or Word document to create lists of contestants, start times, judge assignments, name tags, and other event materials. 



It may be more convenient if you have the transit agency’s main contact complete the registration form for each driver. A list of items for the Registration Forms is provided.

Driver, Judge, and Volunteer Registration Templates

A bus roadeo registration template is included to register drivers, volunteers, and judges. This template can easily be replicated or tailored to your event. A Participant Registration Form in provided in Excel format. The Driver Registration Form from the Indiana Paratransit Roadeo is  provided for reference. A Judges Registration Form from the Indiana Paratransit Roadeo and a Volunteer Registration Form from the Connecticut Roadeo are excellent references. 



An informational packet with event details should be provided to all confirmed participants. A Driver Information Packet from the Indiana State Roadeo is included as an example.

Use Multiple Outreach Channels 

A single announcement will not reach everyone. A mix of media platforms is recommended for effective outreach. These include:

  • Email blasts to drivers and maintenance staff (if applicable).
  • Email marketing platforms for non-profit and community organizations.

Flyers for employee breakrooms, dispatch workspaces, and driver lounges.

  • Posters on bulletin boards and time-clock areas.
  • Intranet announcements to staff.
  • Supervisor or manager announcements during safety meetings or shift briefings.
  • Social media posts for broader visibility.
  • Agency or community newsletters.
  • Add a “Roadeo Judge” check box on the Roadeo registration to encourage attendees who want to learn and help. 

Make it Personal

Personal invitations are incredibly effective.

  • Engage supervisors or managers to encourage specific drivers or mechanics.
  • Have past participants share their experiences.
  • Invite staff who show strong safety records and customer service.
  • Approach potential judges individually – people respond well to being identified for leadership roles.
  • Have the request to participate come from high-level leaders, such as DOT officials, or transit agency administrators.

Create a Clear, Easy Sign-Up Process

Remove barriers by making sign-up simple.

  • Use a short online form.
  • Provide a paper sign-up sheet in employee workspaces and break rooms.
  • Allow sign-ups through supervisors, managers, or dispatch.
  • Include clear deadlines and event details in every communication.

Build Excitement

Make the event feel special.

  • Share photos or videos from past roadeo events.
  • Announce prizes, trophies, and recognition.
  • Promote friendly competition between individuals, teams, or divisions.
  • Highlight that the winner may advance to state or national competitions (if applicable).

Offer Incentives

Incentives such as cash prizes and other ideas, such as those listed below, can boost participation.

  • Recognition at staff meetings.
  • Agency website, newsletter or social media spotlights.
  • Branded swag (e.g., shirts, hats, etc.).
  • Lunch, refreshments, dinner, and admission to the awards banquet, if applicable, for participants and their family members.

Recognize Volunteers and Participants Publicly

People are more likely to volunteer when they know their efforts will be appreciated.

  • Thank judges and drivers on websites and in newsletters.
  • Post photos on social media outlets.
  • Offer recognition during staff meetings.
  • Post information and images on employee and agency bulletin boards.

Tips for Recruiting Participants and Judges

A bus roadeo is more than a competition. It is a fun, high-energy event that celebrates talent, safety, professionalism, pride, and dedication to our transit workforce. This event brings together drivers, mechanics, trainers, and community partners for a day of friendly competition, professional development, and networking. 



For drivers, a roadeo is a chance to showcase the expertise they use every day behind the wheel. Participants navigate a series of real-world challenges designed to highlight technical skills, safety awareness, customer service, and problem-solving under pressure. Whether you are a seasoned driver or new to the profession, the roadeo offers a supportive environment to sharpen your skills, gain recognition, and represent your agency with pride.


Judges play a vital role in ensuing fair, well-run competition by scoring performance, and supporting event logistics. This is a volunteer position, and no prior judging experience is required. Requirements for judges include a willingness to learn, attention to detail and an interest in supporting the transit community. Volunteers receive training, guidance, and the opportunity to work alongside professionals and volunteers.

Enlisting Judges 

Ideally, each obstacle should be staffed with at least one experienced judge paired with a less experienced judge, along with a few backup volunteers in case someone is unable to attend on the day of the event. Judges may include State DOT staff, state transit association staff, transit agency employees, and other volunteers such as personnel from human service or non-profit organizations and law enforcement officers. 



Recruiting drivers and judges for a bus roadeo works best when you combine clear communication, personal outreach, and a sense of excitement about the event. Individuals are more likely to participate when they understand why the event matters and what is involved in the role you are asking them to fill. A structured, practical approach to increasing participation from volunteers is presented below.

Sample Marketing and Recruitment Materials

A set of Canva (a free online graphics platform) templates were created to support your marketing and recruitment efforts. Each template is fully customizable and can be tailored to match your event branding and target audiences, including participants or judges. 



In addition to recruiting drivers and mechanics, transit providers may also nominate participants. A strong example of a nomination request comes from the Indiana Paratransit Roadeo, which includes a Solicitation Letter from the Roadeo sponsor along with general, relevant information.


An example of a Registration Packet is from the Connecticut Roadeo, which includes the information needed for the Roadeo Coordinator to promote the event to drivers and staff.

Sponsorships

A great way to reduce or offset costs is to secure sponsors and co-sponsors who can provide in-kind services or financial support. Industry vendors often serve as financial sponsors or co-sponsors for the event. Sponsorship packages are typically developed and outline the available levels of financial support and associated benefits with each tier. These packages may include opportunities to serve as the overall event sponsor or to support specific components of the roadeo, such as a breakfast, lunch, or awards ceremony. Several items listed in the budget can be covered or provided by sponsors. For example, your local Department of Public Works may be able to provide barrels and traffic cones for the obstacle course. Having the local or state police or sheriff’s department volunteer to provide a safety or community liaison officer equipped with a speed detection device is another option. The Indiana Paratransit Roadeo has an example Sponsorship Form.

Prizes for Contestants and Winners

Offering cash prizes for roadeo winners can boost participation and excitement. The national events, along with many local and state roadeos, use this incentive, recognizing that monetary rewards help draw interest and elevate the level of competition. Providing cash prizes to top-performing participants recognizes skill and professionalism while also encouraging friendly competition. 



Additional giveaway items may include baseball caps, shirts, other commemorative items, and plaques or trophies for winners. Some organizations also send winners to the national roadeo competition. For example, Indiana provides full scholarships for its first- and second-place winners to complete at the national level. The opportunity to compete and potentially earn a cash prize at the national event serves as an added incentive for participants. 

Obtain Equipment

The bus roadeo work group would be tasked with securing event equipment such as transit vehicles, computer equipment, tents, chairs, and tables. A complete list of Recommended Items for your event is provided. 

Updated August 10, 2026