Bike Orienteering Tour Checklist: What to Arrange and When

A bike orienteering tour needs more than a route and a group of riders. You need time to test every section, mark checkpoints, prepare puzzles and arrange support for punctures or other breakdowns. Start with the date, locations and permits, then build the route and registration process before preparing signs, forms and checkpoint materials. Use this checklist to keep safety, communication and event-day equipment from becoming last-minute problems.

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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

Confirm the date and starting location
2 people
Develop the route concept
2 people
Check permits
Apply for a permit
Reserve the start and finish locations
Take out insurance
Pre-ride the full route
2 people
Adjust the route and hazard points
2 people
Determine checkpoints
2 people
Prepare puzzle tasks
2 people
Prepare directions
2 people
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Approach volunteers
2 people
Assign volunteers
Record emergency contact
Compile emergency numbers
Arrange bike breakdown assistance
Share route file digitally
Print race numbers and forms
2 people
Prepare route signs
2 people
Bundle checkpoint materials
2 people
Check bikes and equipment
2 people
Check the weather forecast
Send final information to participants
Do the shopping
2 people
Chill drinks
2 people
Prepare a starter pack per participant
3 people
Bring materials to the venue
3 people
Place route signs along the route
4 people
Set up checkpoints
4 people
Mark off the starting area
2 people
Set up tables and chairs
3 people
Set up party tents
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up first aid and breakdown post
2 people
Test sound system

Event

Welcome volunteers
2 people
Brief volunteers
2 people
Register participants
3 people
Hand out starter packs
2 people
Explain the route and safety rules
2 people
Send off the start groups
3 people
Staff the checkpoints
6 people
Track route and participants
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Register finishers
2 people
Collect puzzle answers
2 people
Record bike breakdowns and incidents
Announce the winners
2 people
Receive the last participants
2 people

Aftercare

Remove route signs
4 people
Take down checkpoints
4 people
Clear tables and chairs
3 people
Take down party tents
4 people
Collect waste
3 people
Clean tableware and supplies
3 people
Clean the venue
3 people
Return materials
3 people
Return borrowed materials
2 people
Archive route file and results
Process lost and found items
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 20
Beer table setsqty 4
Waste binsqty 6

Equipment

Coolersqty 6
Extension cordsqty 3
Power stripsqty 3
Portable speakersqty 2
Megaphone

Sports equipment

Conesqty 30
Reflective vestsqty 12
Bike pumpsqty 4
Basic tool kitsqty 3
Inner tubesqty 12
Tire leversqty 12
Bike locksqty 10
Spare bicyclesqty 2
Route signsqty 45
Arrow stickersqty 100
Bib numbersqty 120
Wristbandsqty 120
Clipboard cardsqty 12
Pensqty 40
Prizesqty 6
Route card holdersqty 120

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Ice packsqty 24

Lighting

LED lampsqty 8
Flashlightsqty 8

Decorations

Tableclothsqty 8
Balloonsqty 100
Welcome sign
Route mapsqty 6

Cleaning

Reusable cleaning clothsqty 20
Bucketsqty 3
Broom setsqty 2
Hand broomsqty 3

Catering

Groceries

Tips

Pre-ride the complete route before publishing it, not just the difficult sections. Check the route file, directions and hazard points from a bicycle, then allow time to adjust unclear turns or unsafe crossings.
Set checkpoint numbers and materials at least one week before the tour. Bundle each location’s puzzle, directions, clipboard card, pens and signs together so volunteers are not sorting supplies at the start.
Ask for emergency contacts and dietary requirements during registration, rather than by separate messages later. Keep the emergency list with the event lead and give volunteers only the information they need for their assigned checkpoint.
Arrange breakdown support before invitations go out. Carry pumps, tool kits, spare inner tubes and tire levers, and decide who handles a rider whose bicycle cannot be repaired on the route.
Share the route file digitally several days before the start, but also prepare printed directions and route signs. Phones lose power or signal, and arrow stickers or cones may be needed when a turn is easy to miss.

Frequently asked questions

How far in advance should I plan a bike orienteering tour?: Allow at least 6 to 8 weeks for a small tour. This gives you time to confirm the date and locations, check permits and insurance, pre-ride the route, recruit volunteers and process registrations.
How many volunteers do I need for a bike orienteering tour?: Plan for at least one volunteer at each staffed checkpoint, plus 2 people for registration, start and finish duties. Add one route or breakdown contact who can respond while the main team stays at the event locations.
When should I test the route for a bike orienteering tour?: Complete a full pre-ride 2 to 3 weeks before the event, then do a final check within 3 to 5 days of the start. The second check catches construction, missing signs, unsafe crossings or route changes.
What equipment is needed for a bike orienteering tour?: Prepare route signs, arrow stickers, bib numbers, route card holders, checkpoint materials and communication equipment. For repairs, bring at least 2 pumps, 2 basic tool kits and spare tubes and tire levers sized for the bicycles in your group.

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.