Bike light campaign checklist

A bike light campaign needs more than lights and a table. You must confirm the venue and permits, recruit enough volunteers, manage registrations, and make the route easy to follow after dark. The final setup includes a reception table, a bicycle checkpoint, a distribution point, lighting, power, and clearly separated bike parking. Use the checklist to work from early planning through event-day setup without leaving stock checks, tools, or volunteer cover until the last minute.

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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 venue
Check permits
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Contact the bicycle light supplier
Create volunteer schedule
2 people
Publish route to the venue
Cord off the bike parking area
2 people
Hang promotional posters
2 people
Check Bicycle Light Stock
2 people
Check tools
2 people
Do the shopping
2 people
Sort bike light sets
3 people
Lay out the information materials
2 people
Prepare name stickers
Chill drinks
2 people
Set up tables
4 people
Build party tents
4 people
Hang lighting
3 people
Connect power supply
2 people
Set Up Bicycle Checkpoint
4 people
Set up the distribution point
3 people
Set up the reception table
2 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Check bike lights
4 people
Mount bicycle lights
4 people
Replace batteries
2 people
Explain traffic safety
2 people
Hand out reflection materials
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Help the last visitors
3 people

Aftercare

Count bicycle lights and tools
2 people
Take down materials
4 people
Put tables and chairs back
3 people
Collect waste
3 people
Clean the venue
3 people
Wash dishes
2 people
Store materials dry
2 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 tentsqty 2
Foldable tablesqty 8
Folding chairsqty 12
High tablesqty 2
Crowd control barriersqty 8

Equipment

Bike pumpsqty 4
Bike tool kitsqty 4
Screwdriversqty 8
Allen key setsqty 4
Cable reelsqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Work lightsqty 4
String lightsqty 4
Rechargeable flashlightsqty 4
Light-up conesqty 8

Sports equipment

Bicycle standsqty 4
Traffic conesqty 12
Reflective vestsqty 12

Decorations

Bike light campaign postersqty 20
Directional signsqty 8
Information bannersqty 3
Tableclothsqty 8

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving jugsqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the venue, permits, supplier delivery, and campaign route before publishing invitations. Allow at least two weeks for permit questions or changes.
Set a registration deadline several days before the campaign and use the final list to prepare name stickers, dietary information, volunteer shifts, and expected light sets.
Count bicycle light stock and test every tool before setup day. Keep pumps, screwdrivers, Allen keys, and bike tool kits together at the bicycle checkpoint rather than unpacking them piecemeal.
Plan the outdoor layout before volunteers arrive: mark the bike parking area with barriers, place cones and bicycle stands, and keep the reception, checkpoint, and distribution point separate.
Test cable reels, extension cords, power strips, work lights, and string lights before doors open. Charge rechargeable flashlights and place directional signs where visitors will make each turn.

Frequently asked questions

How far in advance should I plan a bike light campaign?: Start venue, permit, and supplier arrangements at least four weeks before the campaign. Recruit volunteers and publish invitations once the route and location are confirmed.
How many volunteers do I need for a bike light campaign?: Plan at least one volunteer for reception, two for the bicycle checkpoint, one for distribution, and one person to coordinate the event. Add cover for breaks and expect more people during the first hour.
When should I check the bicycle light stock?: Do an initial count when the supplier confirms delivery, then repeat the count one day before the campaign. Sort the light sets before setup so missing or damaged sets can be identified while there is still time to replace them.
What should be ready before a bike light campaign opens?: Finish tables, tents, signs, lighting, power connections, bike parking barriers, and the three service points before visitors arrive. Keep at least 30 minutes for a final stock, tool, and volunteer check.

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