Organising such a weekend requires plenty of work, and a great deal of effort and detailed planning are needed in just setting up the event.

Weeks before the meeting, the organising club begins to prepare the site. Many volunteers are involved in this work. The track has to be completely fenced in to ensure spectators' safety, and at some circuits, stands for fans must be specially erected. Furthermore, the club also likes to ensure that its circuit is in tip-top shape, because every organising club wants their race track to be voted the best at the end of the year. In most instances, those involved in building the track are still hard at work on the last-minute touches until shortly before free practice. The club's team of helpers also ensure that the areas around the circuit are perfectly manicured for the ADAC MX Masters. That includes, among other things, setting up the pits for those helping, installing the bike washing area, hanging out flags and bunting, marking out the grass for the paddock and the space for visitors' car parking, erecting the marquee and the walls behind starting gate and podium.

The ADAC team arrives on the Thursday before the meeting. Once the ADAC truck has been put in position, and the hospitality facilities, including awning and lounge area are in place, the team members of the advertising crew set to work preparing the racetrack's exterior. This entails a fair bit of effort and requires many helpers. For example, barrier tape has to be installed around the track so that riders can judge the width of the track. The crew are also responsible for setting up all the various advertising paraphernalia, such as flags, banners, inflatable arches, the ADAC Insurance bouncy castle and the Suzuki quad parcours, until finally, the entire circuit, the back wall to the starting gate and the area around the podium are uniformly decked out with the logos and banners of the sponsors and supporters of the race series.

Careful delineation of the riders' paddock is just as important for the exterior look of the ADAC MX Masters. Most of the motocross riders arrive with their teams and families on the Friday. Consequently, the ADAC's paddock manager must know by early Friday morning which big Masters teams are coming and which truck needs to go where. Basically, the paddock is divided up according to the size of the big teams, the majority of whom are ADAC MX Masters and ADAC MX Youngster Cup riders under contract, but those who arrive with only a small entourage must also be catered for. In this way, fans of the racing series always have the chance to meet top stars from the series and have a chat with one or two of the team bosses.

And finally, the areas for the exhibitors have to be set out. Every merchandiser wishing to bring a stand to the ADAC MX Masters has to indicate in advance the size of plot he requires and what sort of stand he has, so that he can then be allocated a suitable place.

In this way, a kind of motocross city emerges on the club's grounds, which, thanks to its festival atmosphere, turns the meeting into a real highlight event for the sport - both for riders and spectators alike.