Bicycle Demonstration Checklist

A bicycle demonstration needs more than a route and a group of riders. You need a confirmed starting location, municipal notification, a checked diversion plan and enough marshals to manage crossings and changing traffic. This checklist covers the work from early planning through participant registration and final setup. It also helps you catch commonly missed details, such as testing the sound system, charging power banks and checking the repair kit before riders arrive.

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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

Reserve route and starting location
2 people
Report the demonstration to the municipality
Work out the route and detour
2 people
Check route for traffic risks
2 people
Recruit traffic marshals
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send participant information
Instruct traffic marshals
2 people
Re-inspect route
2 people
Order groceries
Print signage
2 people
Prepare demonstration boards
3 people
Sort wristbands and vests
2 people
Charge the sound equipment
Pick up groceries
2 people
Check the bike repair kit
Set up the starting location
6 people
Set up registration desk
2 people
Place traffic signs along the route
4 people
Set out drinks and snacks
3 people
Test sound system
2 people

Event

Register participants
4 people
Hand out vests and wristbands
3 people
Check bicycle safety
3 people
Give the safety briefing
2 people
Assist the demonstration
10 people
Secure intersections
8 people
Keep the route clear
4 people
Take photos and video
2 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Provide technical support for bicycles
2 people
Staff the public information point
2 people
Place lighting along the grounds
2 people
Incident reporting

Aftercare

Remove signage
4 people
Take down materials
6 people
Collect and sort waste
4 people
Clean dishes and materials
3 people
Leave the starting location clean
4 people
Return borrowed materials
2 people
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 12
Waste binsqty 6

Equipment

Megaphonesqty 3
Portable speakersqty 2
Power banksqty 4
Extension cordsqty 4
Clipboardsqty 6
Ballpoint pensqty 30
Printer paperqty 500
Waterproof document sleevesqty 30

Lighting

LED lanternsqty 8
LED bike lightsqty 20

Safety

Reflective vestsqty 20
First aid kitsqty 2
Traffic conesqty 24
Crowd control barriersqty 8
Emergency blanketsqty 6

Sports equipment

Bike pumpsqty 4
Bike repair kitsqty 3
Spare inner tubesqty 12
Bicycle standsqty 4

Decorations

Bannersqty 6
Demonstration boardsqty 40
Flagsqty 20
Bannersqty 4

Catering

Thermos flasksqty 6
Coolersqty 6
Groceries

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 6
Pliersqty 6
Water jugsqty 8
Coffee machinesqty 2
Thermometersqty 2

Tips

Confirm the route and starting location before opening registration. Allow time to inspect crossings, narrow sections and other traffic risks, then re-check the route shortly before the demonstration.
Give traffic marshals a clear briefing before the event, including their positions, the diversion plan and how to communicate with the lead organizer. Keep reflective vests and any radios or megaphones ready at the meeting point.
Open registration only after the route, start time and participant information are settled. Collect dietary requirements during registration so food and drinks can be ordered with a known headcount.
Test portable speakers, megaphones and extension cords before setup, and charge power banks the day before. Outdoor equipment that works indoors may still fail when batteries, cables or weather conditions are involved.
Prepare the repair and safety point before participants arrive. Check pumps, repair kits and spare inner tubes, and place first aid kits, emergency blankets, cones and barriers where the team can reach them quickly.

Frequently asked questions

How early should I notify the municipality about a bicycle demonstration?: Submit the notification as soon as the date, route and starting location are reasonably fixed. Allow at least several weeks for municipal questions, traffic arrangements or a request to adjust the route.
How many traffic marshals do I need for a bicycle demonstration?: Plan at least one marshal for every significant crossing, turn or traffic-sensitive point, plus one coordinator who can move along the route. Add cover for breaks and any section where the group may spread out.
When should participants receive the route and event instructions?: Send the participant information several days before the demonstration, then repeat the essential details on the day. Include the meeting time, starting location, route information, safety instructions and what to do if someone falls behind.
When should I test the sound equipment and prepare the signs?: Test speakers, megaphones, cables and power banks the day before, and test them again during setup. Print and prepare signs, demonstration boards and route markers early enough to replace damaged or missing items before registration opens.

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