Art Bike Tour Checklist

An art bike tour needs more than a route between galleries or studios. You need enough time to confirm artists and venues, check every section for cycling safety, collect registrations and brief participants before the day. This checklist puts the work in a practical order, from choosing the stops to setting up the registration desk and route signs. It also covers the details that are easy to leave too late, such as weather checks, dietary requirements, bike repairs and keeping drinks cold.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the route and art locations
2 people
Check the route for safety
2 people
Contact artists and venues
2 people
Draw up participation terms
Publish registration form
Send invitations
2 people
Distribute promotional posters
3 people
Process registrations
Collect dietary requirements
Send participant information
Schedule volunteers
Send artist briefing
Make venue reservations
Check permits and notifications
Check the weather forecast
Print route maps
2 people
Print participant list
Prepare name badges
2 people
Check bikes and equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out route signs
2 people
Set up the starting location
4 people
Set up the registration desk
2 people
Place artworks and signs
4 people
Test lighting on artworks
2 people
Place route signs along the route
4 people
Mark the bicycle parking
2 people
Set up roadside assistance point
2 people
Set out first aid supplies
Give volunteer briefing
3 people

Event

Welcome the artists
3 people
Register participants
3 people
Hand out route maps
2 people
Give starting instructions
2 people
Send off cycling groups
3 people
Staff the route checkpoint at the first location
2 people
Staff route checkpoint at second location
2 people
Staff route post at third location
2 people
Support the artists
2 people
Provide roadside assistance
2 people
Distribute water and fruit
2 people
Refill drinks
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Watch the bicycle parking area
Direct participants to the exhibition area
2 people
Play music
Check lighting level
Collect waste
2 people
Register the arrival of the last cyclists
2 people
Host a thank-you moment for artists
2 people
See off the last visitors
2 people

Aftercare

Collect route signs
3 people
Pack artworks safely
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Sort and remove waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Clear the bike parking area
2 people
Inventory materials
2 people
Return borrowed items
2 people
Remove route maps and waste
Register lost and found items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 30
Bar stoolsqty 6
Bicycle racksqty 8
Tableclothsqty 8

Tableware

Reusable cupsqty 100
Wine glassesqty 60
Platesqty 80
Bowlsqty 30
Cutlery setsqty 80
Serving spoonsqty 8

Catering

Thermos flasksqty 6
Coolersqty 6
Drink dispensersqty 3
Serving traysqty 8
Tiered traysqty 4
Groceries

Equipment

Bluetooth speakersqty 2
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Walkie-talkiesqty 8
Megaphonesqty 2
Phone chargersqty 6

Lighting

String lightsqty 8
LED lanternsqty 12
Spare batteriesqty 24

Sports equipment

Aid stationsqty 2
Bike pumpsqty 4
Repair kitsqty 4
Inner tubesqty 12
Bicycle toolsqty 4
Reflective vestsqty 12
Bike locksqty 10

Decorations

Route signsqty 30
Directional signsqty 40
Artist signsqty 12
Program postersqty 20
Balloonsqty 100
Buntingqty 8
Table décorqty 12

Kitchen

Cutting boardsqty 4
Knivesqty 8
Pliersqty 6
Scissorsqty 6
Ice packsqty 24
Measuring cupsqty 4

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 4
Dustpan and brushqty 3
Waste binsqty 8
First aid kitqty 2
Traffic conesqty 12

Tips

Set the route before contacting artists and venues, then cycle the full route yourself. Allow time to check crossings, narrow sections, steep climbs, rest points and places where signs can be seen safely.
Close registrations early enough to print the participant list and name badges. Send the final participant information at least 2–3 days before the tour, including the meeting point, start time, route expectations and what to bring.
Brief artists and venues with arrival times, expected group size and the maximum time available at each stop. Confirm reservations and participation terms at least 1–2 weeks before the tour so last-minute changes do not affect the route.
Prepare a small bike support point at the start or a planned rest stop. Keep a pump, repair kits, spare inner tubes and basic bicycle tools together, and check that volunteers know where they are stored.
Do the final weather check 24–48 hours before departure, then decide who communicates changes to participants. Set out route signs, maps, name badges, drinks and snacks only after the starting location and registration desk are ready.

Frequently asked questions

How far in advance should I organise an art bike tour?: Start planning at least 6–8 weeks ahead if several artists, venues and volunteers are involved. Confirm the route, participation terms and venue availability first, then open registration once the main stops are fixed.
How many volunteers do I need for an art bike tour?: Plan for at least 1 lead volunteer, 1 person at registration and 1 volunteer for every 10–15 riders if the group needs guidance or rear support. Add extra help for multiple starting points, busy crossings or several venue teams.
When should I send information to art bike tour participants?: Send a first confirmation immediately after registration and the complete practical information 2–3 days before the tour. Include the meeting point, schedule, route length, safety instructions, food information and a contact number for the day.
What should I prepare the day before an art bike tour?: Print the route maps and participant list, prepare name badges, chill drinks, pack snacks and check bikes and support equipment the day before. Also confirm volunteers, artists, venues and the weather-dependent plan before the final setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.