Bike Puzzle Rally Checklist

A bike puzzle rally needs more than a route and a few clues. You need a tested course, clear checkpoint instructions, reliable bike support and a practical start and finish setup. This checklist puts the work in a sensible order, from reserving the starting location to preparing food and signage. Use it to avoid common late-stage problems such as missing dietary information, unclear team assignments, unmarked turns and tools that are still packed away when the first rider arrives.

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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 starting location
Plan a cycling route
2 people
Test ride the bike route
2 people
Check the route and traffic points
2 people
Develop puzzle tasks
2 people
Record checkpoint locations
2 people
Send invitations
Process registrations
Collect dietary requirements
Arrange checkpoint staff
Divide participants into teams
Print route maps and forms
Assemble puzzles and envelopes
2 people
Make route arrows and checkpoint signs
2 people
Check bicycle tools
Purchase catering
2 people
Collect materials
2 people
Check the weather forecast
Send participant information
Chill drinks
2 people
Prepare snacks and sandwiches
3 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up the start and finish desk
2 people
Set out checkpoint materials
3 people
Hang route arrows
3 people
Hang decorations
2 people
Brief volunteers
2 people

Event

Register participants
3 people
Check bikes and lighting
2 people
Give the start briefing
2 people
Have teams start in phases
3 people
Staff checkpoints
6 people
Check route signs en route
2 people
Provide roadside assistance to participants
2 people
Restock drinks and snacks
2 people
Register finishers
3 people
Check answers
3 people
Announce the winners
Check out the last participants
2 people

Aftercare

Remove directional arrows and signs
3 people
Clear away materials and bike parking
4 people
Wash dishes
2 people
Collect and sort waste
2 people
Clean the venue
3 people
Store materials clean and dry
2 people
Return borrowed materials
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Beer tablesqty 4

Tableware

Reusable cupsqty 80
Coffee mugsqty 50
Platesqty 70
Cutlery setsqty 70

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving plattersqty 8
Serving traysqty 6

Equipment

Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

LED string lightsqty 4
Rechargeable work lightsqty 4

Decorations

Buntingqty 6
Start-finish banner

Sports equipment

Route arrowsqty 50
Checkpoint signsqty 8
Traffic conesqty 20
Bike pumpsqty 3
Bike tool kitsqty 3
Tire leversqty 6
Spare inner tubesqty 10
Tape kitsqty 4
Bicycle light setsqty 20

Paperwork

Route mapsqty 70
Answer formsqty 70
Clipboardsqty 12
Ballpoint pensqty 80
Waterproof document sleevesqty 70
Envelopesqty 12
Participant stickersqty 80

Safety

Reflective vestsqty 12
First aid kitsqty 2
Flashlightsqty 6

Cleaning

Waste binsqty 6
Dishpanqty 2
Bucketsqty 2
Broom and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Test the full route before sending invitations, including every checkpoint and traffic crossing. Record the locations and note any turns that need route arrows or checkpoint signs.
Set a registration deadline early enough to process names, team numbers and dietary requirements before you buy catering. Send participant information after teams, maps and checkpoint details are settled.
Prepare one complete puzzle envelope for every checkpoint, plus a spare set if a clue is lost or damaged. Keep the envelopes in route order so checkpoint staff can set up without guessing.
Check bike support supplies before event day: pumps, tool kits, tire levers, spare inner tubes, tape and bicycle light sets should be together and easy to reach. Test the lights and pumps rather than assuming they work.
Finish the physical setup before riders arrive. Allow time to build party tents, place tables and chairs, set out checkpoint materials, chill drinks and prepare snacks and sandwiches at the start-finish area.

Frequently asked questions

How far in advance should I plan a bike puzzle rally?: Start route planning and location arrangements at least 6 to 8 weeks before the rally. Send invitations once the route, date and registration process are confirmed, then set a registration deadline about 10 to 14 days before the event.
How many checkpoints should a bike puzzle rally have?: For a half-day rally, plan roughly 4 to 6 checkpoints so teams have regular puzzle stops without spending the whole day standing still. Record each location during the test ride and allow extra time for traffic points and wrong turns.
What should I prepare for bike problems during the rally?: Keep at least one pump, bike tool kit, set of tire levers, spare inner tubes and tape kit at the start-finish area or with a support person. Check these supplies 1 to 2 days before the rally and make sure someone knows how to use them.
When should I prepare food and drinks for a bike puzzle rally?: Buy catering after registrations and dietary requirements are processed, usually 7 to 10 days before the event. Chill drinks and prepare snacks and sandwiches on the day, allowing enough time to set up tables, cups, plates and serving equipment before riders return.

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.