Bus Roadeo Toolkit

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Tasks

There are several tasks that must be completed before, during, and after the roadeo. A comprehensive list of tasks is provided below; however, not all tasks will be relevant to the type of bus roadeo you are conducting. Within the list of tasks, you will find downloadable PDF or Excel files that you can save or print for your use. The tasks are not presented in priority order; rather, they serve as a suggested set of options. Your agency can select the tasks that best fit your needs to ensure a successful roadeo event.

Marketing and Recruitment

Marketing your roadeo will require a bit of planning and is crucial to generating interest and participation for both sponsors of your event as well as the participants. The communications for the event should consider the various transit agencies whose drivers or mechanics may want to participate, as well as potential sponsors. 



The initial marketing material can be provided to potential participants and the sponsor through regular mail or email solicitations and should include information about the event. Information about the event timelines, registration information, eligibility criteria, event material, and deadlines should be included in the information. Event materials should also include a list of prizes to encourage participation. The initial work group meeting and selected event date should be completed no less than three months prior to the event, with work group assignments completed at the initial meeting. Once the initial marketing materials have been distributed, follow-up marketing materials and email reminders should be provided to potential participants and vendors to keep the event on everyone’s radar. To make the process more efficient, a main contact person at the transit agency should be designated to ensure clear communication between the working group and the transit agency.    

Marketing Your Event

Effective marketing means building excitement and enthusiasm early, so the bus roadeo feels like a must-see experience rather than an industry only event.



Promote the roadeo as a training opportunity, high-energy competition, and meaningful celebration of excellence all wrapped into one event. Your messaging should capture the excitement. “Watch elite drivers compete live!” and emphasize the human element, “Honoring the people who keep our communities moving every day.” Create urgency and exclusivity if you are having a recognition ceremony by noting “awards ceremony tickets sell out fast.” This approach attracts the public, who are drawn to the action and entertainment, and transit professionals, who value recognition, skill-building, and industry pride. Some event organizers offer kid-friendly entertainment, such as a face painter or balloon artist, to make the event more family-friendly. 


Focus on social media as your main driver. Post short, engaging content three to four times a week leading up to the event. Example posts may include driver or participant spotlights, behind-the-scenes practice clips, countdowns, and ticket or registration deadline reminders. Video works especially well, even simple phone clips of buses navigating cones or teams preparing. Pair the video with email marketing: send an announcement, a ticket promotion if you are having a ticketed event, and a final “last chance” reminder to create urgency.


Use your biggest built-in audience: transit agencies and employees. Give them ready-to-use content like flyers, email blurbs, and social posts so they can promote the event themselves. Posting signage inside local buses, with messages such as “Cheer on our drivers as they  compete!” is effective because it reaches daily riders who already have a connection to transit. Tailor some of the messaging directly to transit employees who will want to watch their peers compete.


Do not overlook local visibility. Share the event with community calendars, local news outlets, and radio stations using a simple angle: this is a unique, family-friendly event that many people have never seen. Emphasize that spectators are welcome and that part of the event is free to attend. This removes barriers and increases turnout.


For ticketed portions like the banquet, emphasize scarcity and timing. Use phrases like “limited seating,” “sells out every year,” and “reserve now” consistently. If possible, create small pushes such as early-bird reminders or group and table sales for agencies.


Finally, keep the momentum going during and after the event. Share live updates, photos, and winner announcements the day of the event, then follow up with recap content. This extends engagement and builds anticipation for next year. The marketing materials, including videos and event flyers, below are provided as examples for reference.

Promote the Purpose and Benefits 

Participants 

  • Emphasize skill-building and professional development. 
  • Highlight recognition opportunities (e.g., awards, agency visibility, etc.). 
  • Communicate that it is a fun, friendly competition. 

Judges 

  • Stress that no prior judging experience is required.
  • Emphasize that training will be provided.
  • Highlight the importance of their role in supporting safety and excellence.
  • Promote the chance to network with peers, leadership, and community partners.

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