Bike Ultra Ride checklist: what to arrange and when

A Bike Ultra Ride needs more than a mapped route and a start time. You need to verify the course, secure permissions, prepare checkpoints, brief volunteers and arrange support for riders and bikes. This checklist covers the planning sequence from route recording and registration through weather checks, bib sorting and event-day setup. Start early with the route, safety review and permits; leave shopping, stock checks and final participant information for the closing weeks.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record route and distance
2 people
Create the route digitally
2 people
Check the route for safety
3 people
Reserve starting location
Reserve checkpoints
Apply for permits
Check insurance
Inform emergency services
Publish registration form
Send invitations
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Assign start times
2 people
Send participant letter
Recruit volunteers
2 people
Assign volunteers
2 people
Create volunteer instructions
2 people
Plan checkpoints
2 people
Arrange Bike Service
Test route files
2 people
Check the weather forecast
Check material stock
2 people
Do the shopping
3 people
Sort bib numbers
2 people
Prepare route signs
3 people
Make checkpoint packs
3 people
Check bicycles and vehicles
2 people

Event

Mark the start area
3 people
Set up tables
3 people
Build party tents
4 people
Set up the start and finish arch
3 people
Put up route signs
4 people
Set Up Barrier Tape
2 people
Install lighting
2 people
Set up the registration table
2 people
Set up the catering table
3 people
Chill drinks
2 people
Make coffee and tea
2 people
Stock the checkpoints
4 people
Set out first aid supplies
2 people
Prepare bicycle repair supplies
2 people
Register participants
4 people
Hand out race numbers
3 people
Give route instructions
2 people
Check bike lights
2 people
Guide the start groups
3 people
Register Participants at Stations
6 people
Hand out water and snacks
6 people
Refill drinks
2 people
Serve snacks
3 people
Carry out a route check
3 people
Support breakdowns
2 people
Provide first aid
2 people
Register finishers
3 people
Receive finishers
3 people
Hand out a medal or souvenir
2 people
Serve closing meal
4 people
Receive the last participants
3 people
Close finish registration
2 people

Aftercare

Collect route signs
4 people
Dismantle the start area
4 people
Take Down Checkpoints
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the grounds
3 people
Sort leftover food
2 people
Inventory supplies
2 people
Return borrowed equipment
2 people
Take waste to the collection point
2 people
Send a thank-you gift to participants
Register lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 20
Party tentsqty 3
Start and finish arch
Waste binsqty 6

Tableware

Reusable drinking cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 120
Coffee cupsqty 100
Serving spoonsqty 8

Equipment

Coolersqty 8
Water jerry cansqty 12
Thermos flasksqty 6
Coffee machinesqty 3
Extension cordsqty 6
Power stripsqty 4
Walkie-talkiesqty 10
Megaphone
Power banksqty 8

Sports equipment

Conesqty 20
Route signsqty 45
Directional signsqty 30
Bib numbersqty 120
Bib holdersqty 120
Wristbandsqty 130
Medalsqty 120
Bicycle standsqty 12
Bike pumpsqty 6
Spare inner tubesqty 30
Tire leversqty 12
Bike tool kitsqty 4
Bike lightsqty 12
Reflective vestsqty 20
Rain ponchosqty 20

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Nitrile glovesqty 100
Barrier tapeqty 8
Warning Lightsqty 8
Flashlightsqty 10

Decorations

Flagsqty 20
Bannersqty 6
Tableclothsqty 8

Lighting

LED light stringsqty 6
LED lampsqty 10
Batteriesqty 40

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring cupsqty 3
Serving plattersqty 12
Ice packsqty 30

Cleaning

Trash bagsqty 60
Broomqty 3
Litter pickersqty 4
Bucketsqty 4
Spongesqty 12
Tea towelsqty 20
Hand soapqty 6
Disinfectant sprayqty 4
Dish soapqty 4

Catering

Groceries

Tips

Record the route and distance first, then create the digital route file and test it on the devices riders will use. A route that looks correct on a map can still contain unsafe crossings, missing signs or sections that are difficult to follow.
Reserve the starting location and checkpoints before publishing registration. Confirm access times, power, tables, shelter and waste arrangements, and allow at least 2–4 weeks for permits or local approvals where required.
Send the participant letter only after start times, route files, checkpoint details and emergency contacts are confirmed. Include a deadline for dietary requirements and participant-detail corrections so volunteers are not solving missing information on the morning.
Give each checkpoint a written plan with opening and closing times, volunteer roles, supplies and a communication method. Walkie-talkies or charged phones, water jerry cans, cups and basic bike-service materials should be checked before loading.
Run a final stock and weather review 48–72 hours before the ride. Count bib numbers, bib holders, wristbands, medals, route signs, cones, pumps, spare inner tubes, tire levers, power banks and extension leads rather than relying on last-minute shopping.

Frequently asked questions

How far in advance should I plan a Bike Ultra Ride?: Start route recording, safety checks and location reservations at least 8–12 weeks before the ride. Begin permits, insurance and emergency-service coordination as soon as the route and date are known, because these arrangements can take several weeks.
When should Bike Ultra Ride registration close?: Close registration 7–14 days before the event if you need time to check participant details, collect dietary requirements, assign start times and sort bib numbers. Set a separate deadline for corrections, usually 3–5 days before the ride.
What should I check before opening the Bike Ultra Ride route?: Test the digital route file, ride or inspect the full course, and verify crossings, hazards, signs and checkpoint access at least once before event week. Recheck the weather forecast 48–72 hours beforehand and decide who can communicate route changes.
How many volunteers do I need for a Bike Ultra Ride?: Set the number by checkpoint, start and finish duties, route support and bike service rather than using one overall ratio. Confirm every position 1–2 weeks before the ride, issue written instructions and keep at least one backup volunteer available for each critical area.

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.