Bike Puzzle Rally Checklist

A bike puzzle rally needs more than a route and a set of questions. You need a safe course, permission where required, clearly marked stops, working bikes and a system for scoring teams. This checklist puts the work in a practical order, from choosing the date and finish location to printing answer sheets and checking the forecast. It also covers details people often leave too late, such as volunteer assignments, backup routes, spare tubes and final participant information.

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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
Reserve start and finish location
Check permits and notifications
Check the route for safety
2 people
Set the puzzle theme and rules
2 people
Select route points
2 people
Create puzzle questions
2 people
Record answers and scoring
Send invitations
Open registrations
Process registrations
Collect dietary requirements
Update participant list
Do a final walkthrough of the route
2 people
Determine an alternative route
2 people
Design puzzle materials
2 people
Compile route maps
2 people
Print the puzzle sheets
Print response forms
Mark route points
3 people
Make arrows and signs
2 people
Prepare team assignments
Assign volunteers to stations
Send participant information
Check the weather forecast
Confirm the number of participants
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare route packs for each team
2 people
Check bikes and equipment
2 people

Event

Set up start table
3 people
Set up the finish and catering table
3 people
Set up party tents
4 people
Set up chairs and tables
3 people
Place route arrows
3 people
Staff route checkpoints
6 people
Set Up Registration
2 people
Register participants
3 people
Distribute route packs
2 people
Give game instructions
2 people
Guide team arrivals
3 people
Support participants en route
3 people
Hand out spare bike parts
Register finishers
2 people
Serve sandwiches and snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect answer sheets
2 people
Check answers
2 people
Announce the winners
Present prizes
2 people
Remove route arrows
3 people
Receive the last participants
2 people

Aftercare

Collect dishes and glasses
3 people
Store leftovers in the fridge
2 people
Collect waste
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the venue
3 people
Sort and store materials
2 people
Return borrowed materials
2 people
Remove route signs and ribbon
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
Tableclothsqty 8
Clothes racksqty 2

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 60
Serving jugsqty 8

Catering

Coolersqty 6
Thermos flasksqty 6
Drink dispensersqty 4
Serving traysqty 8
Bread basketsqty 6
Groceries

Equipment

Kettlesqty 3
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Megaphonesqty 2
Laptopsqty 2
Phonesqty 4

Sports equipment

Bike pumpsqty 4
Bike repair kitsqty 4
Spare inner tubesqty 8
Reflective vestsqty 12
Bike helmetsqty 6
Bike locksqty 6
Reserve strapsqty 6
Bottle holdersqty 6
Towelsqty 12

Paper goods

Route mapsqty 35
Puzzle sheetsqty 35
Answer formsqty 35
Participant listsqty 4
Game rulesqty 35
Clipboardsqty 35
Pensqty 50
Markersqty 24
Envelopesqty 40
Name stickersqty 80

Route signage

Route arrowsqty 40
Conesqty 30
Barrier tapeqty 6
Cable tiesqty 100
Waterproof casesqty 40
Directional signsqty 20

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 8
Whistlesqty 8

Lighting

Battery lampsqty 12
String lightsqty 4

Decorations

Buntingqty 6
Balloonsqty 80
Balloon pumpsqty 2

Cleaning

Waste binsqty 6
Broomsqty 3
Litter pickersqty 3
Bucketsqty 3

Tips

Set the route and puzzle structure before opening registration. Choose the route points, define the rules and record the answers and scoring so participants know exactly how teams are judged.
Do the final route walkthrough no later than 7 days before the rally. Check every puzzle point, sign location and road crossing, then keep a complete alternative route ready in case of closures or unsafe conditions.
Print puzzle sheets, response forms, maps, arrows and signs at least 3 days before the event. Bring more copies than the registered number of teams, because damaged sheets and last-minute participants are easy to overlook.
Assign volunteers to stations at least 5 days ahead and send each person their location, arrival time and task. Keep phones, power banks and a megaphone available so the start, checkpoints and finish can stay coordinated.
Prepare bike support for the full route, not just the start. Have pumps, repair kits and spare inner tubes ready, and check that reflective vests, helmets, bike locks, reserve straps and bottle holders are available before participants arrive.

Frequently asked questions

How far in advance should I plan a bike puzzle rally?: Start recording the date and route at least 8 weeks before the rally. Reserve the start and finish location early, then allow time for permits, route checks, registration and printed materials.
When should I check the bike puzzle rally route?: Do an initial safety check when you select the route and a final walkthrough 7 days before the event. Recheck the forecast and any road or access changes 24 to 48 hours before the start.
How many volunteers do I need for a bike puzzle rally?: Plan for at least 1 volunteer at every staffed puzzle station, plus 2 people at the start and finish. Confirm assignments 5 days before the event and keep one backup volunteer available for every 5 stations.
When should I send information to bike puzzle rally participants?: Send the main participant information 5 to 7 days before the rally. Include the meeting point, start time, route expectations, team details, required equipment and a contact number for event-day problems.

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.