Association trip checklist: from first booking to finish

An association trip needs more than a route and a list of participants. You need confirmed start and finish locations, accurate registration details, route support, food, drinks and a practical repair point for bikes. This checklist puts the work in a workable order, from recording the date and scouting the route to setting up tables, signage and registration on the day. Use it to catch details that are often left until the last week.

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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

Record date and route
2 people
Make a reservation for the start location
Make a reservation for the final venue
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Scout the route in advance
2 people
Check the Route and Distance
2 people
Share route files
Assign volunteers
2 people
Book catering
Arrange the bike repairer
Check the weather forecast
Finalize participant list
2 people
Print route directions
Send participant information
Do the shopping
2 people
Chill drinks
2 people
Set out route arrows
2 people
Bring materials to the venue
3 people
Set up tables and chairs
3 people
Set up party tent
4 people
Set up the registration table
2 people
Set up a bike repair point
2 people
Place route arrows
3 people
Set out coffee and tea
2 people

Event

Hand out starter pack
3 people
Check off participants
2 people
Give the start briefing
2 people
Let groups depart
3 people
Stock the rest area
3 people
Check route and safety
2 people
Welcome participants at the finish
3 people
Serve snacks and meals
4 people
Refill drinks
2 people
Wash dishes
2 people

Aftercare

Remove route arrows
3 people
Clean up the venue
4 people
Clean the venue
3 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 60
Tableclothsqty 6

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Bike pumpsqty 3
Bike repair standsqty 2

Sports equipment

Spare inner tubesqty 12
Tire leversqty 6
Multi-toolsqty 4
Bike locksqty 2
Route arrowsqty 80
Securing strapsqty 100
Safety vestsqty 12
Route mapsqty 60
Bib numbersqty 60
Pensqty 20
Clipboardsqty 4

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 60
Serving jugsqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 8
Serving spoonsqty 8
Thermos flasksqty 4

Cleaning

Washing-up basinsqty 4
Spongesqty 8
Hand broomsqty 2
Trash binsqty 4

Lighting

LED lampsqty 6
Extendable string lightsqty 2

Catering

Groceries

Tips

Record the date and route before sending invitations, then scout the route in advance. Check the actual distance, difficult sections and places where route arrows or extra directions will be needed.
Set a registration deadline at least 7 days before the trip. Use the final list to confirm numbers with catering and collect dietary requirements before shopping.
Assign volunteers to specific jobs rather than asking for general help. Cover registration, route marking, the bike repair point, catering and clearing the venue, with arrival times written down.
Check the weather forecast 3 days before departure and again on the morning itself. A party tent, coolers and securing straps should be ready before participants arrive, not while registration is already open.
Prepare the participant pack the day before: route maps or files, printed directions, bib numbers and any practical information. Charge or test coffee machines, kettles and extension equipment before loading the materials.

Frequently asked questions

How far in advance should I organise an association trip?: Start planning at least 8 weeks before the trip. Reserve the start location and final venue first, then allow 2 to 3 weeks for invitations and registrations before confirming catering and the participant list.
When should I close registrations for an association trip?: Close registrations 7 days before the event, or earlier if catering needs firm numbers. Collect dietary requirements at registration so the final order can be checked without last-minute changes.
What should I prepare the day before an association trip?: Print route directions, prepare route maps and bib numbers, pack the repair equipment and load the tables, chairs, tent and signage. Chill drinks and test coffee machines, kettles, extension cords and power strips before the day starts.
How many volunteers do I need for an association trip?: Plan for at least 1 volunteer at registration, 1 person for the bike repair point and 2 people for route marking and setup. Add separate help for catering and cleanup if the group is larger than 30 participants.

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.