Pinewood Derby Race-Day Checklist

A volunteer-run race goes smoothly when nothing’s left to memory. Work down this checklist from the week before through teardown — print it, or keep it open on your phone on race day.

Derby Magic pinewood derby track and timer accessories laid out
Everything below adds up to this: your gear checked and ready before the crowd arrives.

1–2 weeks before

  • Confirm date, venue, and start time, and share them with families
  • Collect registrations and assign a car number to each racer
  • Do a full practice setup of the track, timer, and software
  • Recruit and brief volunteers: starter, staging, retrieving, weigh-in, scoring, awards
  • Plan classes (rank/den, siblings, adults) and order or make awards
  • Charge the laptop; download and test the race software

Morning setup

  • Arrive early — well before weigh-in opens
  • Set up the support frame and level it
  • Assemble the track in section order and seat every joint
  • Attach the start gate and brake section
  • Connect the timer and finish line to the laptop; open the software
  • Run test cars down every lane and confirm each lane reads
  • Set up the weigh-in/tech table, awards table, and spectator space

Weigh-in and tech table

  • Reliable scale, zeroed and tested
  • Posted rules (weight limit, dimensions) visible to everyone
  • Car number stickers
  • Repair kit: graphite, spare weights, tape, pliers, screwdriver
  • Impound area for inspected cars

During the race

  • Load the next heat while the current one runs
  • Announce each heat’s results from the display/software
  • Keep the upcoming-racers list visible so kids know when they’re up
  • Watch for bent axles / hopping cars and send them to the repair table
  • Take photos for your pack’s newsletter or website

After the race / teardown

  • Present speed and design awards
  • Save and back up the results file; print or email standings
  • Return every car to its owner; check lost-and-found
  • Tear down: pack sections into their boxes, coil cables, box the timer
  • Leave the venue clean; load the vehicle
  • Thank your volunteers

Grab-and-go kit

  • Laptop + charger, and the timer’s USB cable (plus wireless, if used)
  • Power strip and an extension cord
  • Scale, graphite, spare weights, tape, basic tools
  • Car number stickers, pens, printed rules
  • The track’s setup tools (screwdrivers and wrenches) — kept in the track box
Tip: print this page and clip it to your scoring table. For the full walk-through, see how to run a pinewood derby race, and if you’re buying equipment, start with the track buying guide.

Frequently Asked Questions

When should you set up for a pinewood derby?

Do a full practice setup at least a week before, and on race day set up early — well before weigh-in — so you have time to level the track, connect the timer and software, and run test cars before families arrive.

What should you bring to the weigh-in table?

A reliable scale, your posted rules, car number stickers, and a small repair kit: graphite, spare weights, tape, pliers, and a screwdriver so kids can make quick fixes and still race.

What do you do after the race?

Hand out awards, save or print the results, then tear down: pack the track, coil cables, collect lost-and-found cars, and leave the venue clean. Back up your results file before you close the laptop.