Bike relay checklist for a smooth race day

A bike relay needs more than riders and bicycles. You need a recorded route, clear exchange points, traffic control, race numbers, volunteers and a backup plan for mechanical problems. Start with the route and permissions, then confirm participants and groups before preparing equipment and signage. This checklist brings the 70 planning tasks and 45 required items together, so you can see what must be arranged early and what can wait until race week.

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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
Determine start and exchange points
2 people
Check permits and notifications
Reserve location for start
Arrange traffic management
Create a participant form
Send invitations
2 people
Process registrations
Assign participant groups
2 people
Collect dietary requirements
Inspect route
2 people
Inspect exchange points
2 people
Make route map
Draw up competition rules
2 people
Design race numbers
Assign volunteers
2 people
Assign traffic marshals
2 people
Check bikes and helmets
3 people
Arrange spare bikes
Send end time and program
Print permits and forms
Print bib numbers
Check the shopping list
Do the shopping
3 people
Perform a technical check on bicycles
3 people
Collect materials
3 people
Prepare route signs
2 people
Assemble starter packs
3 people
Fill coolers
2 people
Check the weather forecast

Event

Mark off the starting area
4 people
Put up route signs
4 people
Set up change points
6 people
Set up the start arch and finish
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Test technology and timing
2 people
Set up the first aid and repair point
2 people
Set out coffee and tea
2 people
Receive participants
4 people
Hand out race numbers
3 people
Carry out bike checks
3 people
Direct teams to the starting lanes
3 people
Give welcome briefing
Guide the relay start
4 people
Staff exchange points
8 people
Staff route checkpoints
8 people
Record times
2 people
Direct participants onward
3 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Carry out bicycle repairs
2 people
Provide first aid
2 people
Inform the audience
2 people
Register incoming teams at the finish
3 people
Guide finish moments
3 people
Serve the buffet and drinks
4 people
Check the result
2 people
Present prizes
2 people
Farewell and final announcements

Aftercare

Remove route signs
4 people
Take down exchange points
6 people
Clean up the start and finish area
6 people
Collect waste
3 people
Wash dishes
3 people
Clean materials
3 people
Return bicycles
2 people
Return borrowed materials
2 people
Store leftovers safely
2 people
Send participants the results

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
High tablesqty 4

Sports equipment

Bikesqty 12
Spare bicyclesqty 2
Bike helmetsqty 14
Bib numbersqty 120
Changeover matsqty 6
Traffic conesqty 40
Crowd control barriersqty 20
Route signsqty 35
Directional signsqty 20
Bike pumpsqty 4
Tool setsqty 3
Spare inner tubesqty 20
Bike lightsqty 20
Reflective vestsqty 20

Equipment

Stopwatchesqty 6
Walkie-talkiesqty 12
Megaphonesqty 2
Extension cordsqty 3
Power banksqty 6

Lighting

Work lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6

Decorations

Start arch
Stage signsqty 3
Tableclothsqty 8

Catering

Water jugsqty 8
Groceries

Cleaning

Waste binsqty 8
Litter pickersqty 3
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 3
First aid kitsqty 2
Fire extinguishersqty 2

Tips

Record the route and exchange points early, then inspect both in person. Check where riders can slow down safely, where signs and barriers are needed, and whether volunteers can see the handover clearly.
Handle permits, notifications and traffic management before sending final event details. Keep printed permits and forms with the event team, and give traffic marshals reflective vests and a reliable way to communicate.
Close registration before assigning participant groups and collecting dietary requirements. Send the start time, expected finish time and programme once the groups are fixed, rather than relying on last-minute messages.
Test every bicycle, helmet and changeover area before race day. Check spare bicycles, pumps, tool sets, spare inner tubes and bike lights at least once, instead of opening the repair kit only after a breakdown.
Prepare the race-day equipment in separate route, exchange-point and start-area loads. Include bib numbers, cones, route signs, stopwatches, walkie-talkies, a megaphone and power banks so essential items do not stay at the wrong location.

Frequently asked questions

How far in advance should I plan a bike relay?: Start the route, date and permission checks at least 8 to 12 weeks before the relay. Confirm volunteers, traffic marshals and participant groups no later than 2 weeks before race day.
How many volunteers do I need for a bike relay?: Plan at least 1 volunteer at the start, 1 at every exchange point and 1 traffic marshal at each location where riders cross or share traffic space. Add one floating helper for equipment and mechanical issues.
What should I check on the bikes before a bike relay?: Complete a technical check 3 to 7 days before the event, then repeat a quick brake, tyre and chain check on race morning. Test spare bicycles, pumps, tools, inner tubes and lights as well.
When should I send the bike relay programme to participants?: Send the final start time, end time, route information and handover rules at least 7 days before the relay. Include any arrival instructions and tell participants what happens if a bicycle or helmet fails.

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.