Bike relay checklist: organise the race without missing the details

A bike relay needs more than a route and a starting time. You need to fix the exchange points, cap registrations, check every risky section of the course and prepare for punctures, delays and changing weather. This checklist follows the practical order of work, from recording the date and route to filling coolers and assembling starter packs. It also covers the details people often leave until race day, such as medical contacts, volunteer instructions, spare bikes and clear team start orders.

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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
Check permits and notifications
2 people
Reserve the start and exchange locations
Determine relay format by bike
2 people
Set participant limit
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Assign teams and start order
2 people
Recruit volunteers
2 people
Send volunteer instructions
Check the entire route
2 people
Mark hazardous spots
2 people
Create route map and directions
Monitor the weather forecast
Confirm deliveries and reservations
Print race numbers and participant list
2 people
Collect medical contact details
Do the shopping
3 people
Check bikes technically
3 people
Collect materials
3 people
Fill coolers
2 people
Assemble starter packs
3 people
Prepare route signs
2 people
Charge phones and walkie-talkies

Event

Clear the starting area
4 people
Mark the transition zone
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Put up route signs
4 people
Place cones along the route
3 people
Hang lighting
2 people
Set up the registration table
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Set up the first aid and repair point
2 people
Check in volunteers
2 people
Brief volunteers by post
3 people
Receive participants
4 people
Hand out race numbers
2 people
Bike check for participants
2 people
Serve coffee and tea
2 people
Give the safety briefing
2 people
Announce starting order
Start the relay
3 people
Staffing the transition zone
4 people
Staff route checkpoint
6 people
Record split times
2 people
Refill drinks
2 people
Serve snacks
2 people
Empty trash bins
2 people
Welcome participants
3 people
Support breakdowns
2 people
Record end times
2 people
Check the result
2 people
Present prizes
2 people
Serve the last drinks round
2 people

Aftercare

Remove route signs
4 people
Dismantle the exchange zone
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 4
Waste binsqty 6

Sports equipment

Spare bicyclesqty 3
Bike pumpsqty 4
Tire leversqty 8
Inner tubesqty 12
Bike locksqty 3
Chain oilqty 2
Allen key setsqty 3
Wrench setsqty 2
Bicycle standsqty 4
Traffic conesqty 30
Barrier tapeqty 6
Route arrowsqty 24
Bib numbersqty 120
Safety vestsqty 20
First aid kitsqty 2
Ice packsqty 12
Bike helmetsqty 12
Medal ribbonsqty 120
Winner's cupsqty 3

Equipment

Walkie-talkiesqty 10
Megaphonesqty 2
Laptopsqty 2
Stopwatchesqty 6
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee potsqty 4
Teapotsqty 2
Serving spoonsqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Pliersqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Team color stickersqty 120
Wayfinding signsqty 12
Prize tablecloth

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand broomsqty 4
Dustpan and brushqty 3

Catering

Groceries

Tips

Check the full route with a bicycle before publishing it, then mark hazardous spots and place route arrows where riders could take a wrong turn. Do this early enough to change the course if a section is unsafe.
Set the participant limit before opening registration. Allow enough time to collect dietary requirements, medical contact details and confirmations before assigning teams and the starting order.
Give volunteers written instructions at least 3 days before the relay. Include their location, arrival time, radio or walkie-talkie procedure, what to do after a missed exchange and who makes safety decisions.
Inspect every participating bike before the start, not only the spare bicycles. Have pumps, tire levers, inner tubes, chain oil and basic tool sets at the exchange locations, rather than keeping everything at the finish.
Pack race-day materials by function: bib numbers and the participant list for registration, safety vests and cones for route control, and first aid kits and ice packs where staff can reach them within 1 minute. Charge walkie-talkies, laptops, stopwatches and power banks the evening before.

Frequently asked questions

How far in advance should I plan a bike relay?: Start planning at least 6 to 8 weeks before the relay. Record the date and route first, then check permits, reserve the start and exchange locations, open registration and recruit volunteers before the final route inspection.
How many volunteers do I need for a bike relay?: Plan at least 1 volunteer at every exchange point, plus 2 people for registration and finish-line duties. Add 1 route or safety coordinator and extra course marshals wherever riders cross traffic or pass a marked hazard.
When should I assign bike relay teams and start orders?: Assign teams and the starting order after registrations are confirmed, usually 5 to 7 days before the event. Send the final order, route directions and exchange instructions to participants and volunteers no later than 3 days beforehand.
What should I prepare for bike breakdowns during a relay?: Prepare at least 1 pump, tire levers, spare inner tubes and a basic tool set at each main exchange location. Keep spare bicycles, locks and repair equipment available, and appoint someone who can decide whether a rider continues, changes bikes or withdraws.

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.