Bike Orienteering Tour Checklist: Plan It in the Right Order

A bike orienteering tour needs more than a route and a group of riders. You need a safe main route, a usable backup, staffed checkpoints, clear participant information and equipment that works outdoors. Start with the route and permissions, then confirm registrations and volunteers before ordering food or printing materials. This checklist helps you keep the planning sequence clear, including the small items that are often left until the last day.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Set route and theme
2 people
Reserve start and finish location
Map out the bike route
3 people
Check the route for safety
2 people
Set an alternative route
2 people
Determine checkpoints
2 people
Arrange permits and notifications
Check insurance coverage
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
Assign volunteers
2 people
Staff the checkpoints
Order catering
Check the bike repair kit
Check first aid supplies
Print route maps
2 people
Print participant lists
Prepare route signs
3 people
Sort bib numbers
2 people
Do the shopping
2 people
Chill drinks
2 people
Set out route arrows
2 people
Load bikes and materials
3 people

Event

Clear the start area
3 people
Mark route
4 people
Set up checkpoints
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Test sound system
2 people
Give the safety briefing
2 people
Send volunteers to their stations
2 people
Receive participants
4 people
Hand out race numbers
3 people
Carry out bike checks
2 people
Give route instructions
2 people
Get participants started
3 people
Staff the checkpoints
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Restock snacks and sandwiches
2 people
Register incoming participants
3 people
Collect route maps
2 people
Provide roadside assistance
2 people
Check participants back in safely
2 people
Handle prize ceremony
2 people
Turn on evening lighting
Receive the last participants
2 people

Aftercare

Remove route arrows
4 people
Take down checkpoints
4 people
Clean up catering
3 people
Wash dishes
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the start area
3 people
Reload materials
3 people
Return borrowed materials
2 people
Process lost and found items
Send thank-you message to participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Waste binsqty 6

Sports equipment

Route bikesqty 2
Bike pumpsqty 4
Bike repair kitsqty 3
Spare inner tubesqty 12
Bike helmetsqty 6
Safety vestsqty 12
Compassesqty 30
Route mapsqty 70
Checkpoint stampsqty 6
Bib numbersqty 70
Route ribbonsqty 10
Conesqty 30
Route arrowsqty 80
Reflective markingsqty 50
Clipboardsqty 8
Stopwatchesqty 6

Equipment

Walkie-talkiesqty 8
Megaphone
Speakerqty 2
Extension cordsqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 3
Cleaning clothsqty 12
Broom setsqty 2
First aid kitsqty 2

Decorations

Start flagsqty 2
Prize trophiesqty 3

Catering

Groceries

Tips

Check the full bike route in person before publishing it. Mark hazards, steep sections and unclear turns, then prepare an alternative route in case of roadworks, bad weather or access problems.
Give checkpoint volunteers a complete pack rather than loose instructions: route maps, participant lists, checkpoint stamps, stopwatches, clipboards and walkie-talkies should be ready before event day.
Allow time for participant details, not just registrations. Collect dietary requirements and send the final start information early enough for riders to plan their equipment and arrival.
Test every safety item before loading the event materials. Pump the route bikes, inspect the repair kits and spare inner tubes, check first aid supplies, and confirm that helmets and safety vests are available.
Prepare the finish area separately from the route setup. Chill the drinks, arrange tables and waste bins, and check extension cords, LED lamps or battery lanterns if the event may run into low light.

Frequently asked questions

How far in advance should I plan a bike orienteering tour?: Start route planning and location reservations at least 6 to 8 weeks before the tour. Arrange permits, insurance checks and volunteer roles before sending final participant information.
How many volunteers do I need for a bike orienteering tour?: Plan at least one person at every staffed checkpoint, plus one event lead and one person available for route or safety issues. Add a reserve volunteer if the route has several checkpoints or a large registration list.
When should I print route maps and participant lists?: Print route maps and participant lists 1 to 3 days before the tour, after registrations and dietary requirements are closed. Keep a digital copy as a backup and bring a few spare printed maps.
How much food and drink should I arrange per rider?: For the first hour, allow roughly 2 to 3 drinks per person, then add water for the route and finish area. Order food based on confirmed registrations and add about 10% extra for volunteers and late changes.

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.