Bike workshop checklist: what to arrange and when

A bike workshop runs smoothly when the teaching plan, workstations and safety setup are ready before participants arrive. This checklist takes you from reserving the venue and assigning a workshop leader to registrations, tools, bike checks and refreshments. Allow time to match each participant with a workstation, test powered equipment and prepare practice materials. The final safety check should happen before doors open, not while people are already handling bikes and tools.

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

Reserve venue
Assign workshop leader
Define the program and its parts
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send confirmation to participants
Set up workstations
2 people
Print handouts
Check materials
2 people
Do the shopping
2 people
Set out bicycle tools
2 people
Chill drinks
Open venue
2 people
Set up tables and chairs
4 people
Set up workbenches and stands
3 people
Distribute tools per station
3 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Conduct a safety check
2 people

Event

Receive participants
3 people
Position bikes by workstation
3 people
Explain the program and safety
Guide the basic bike check
4 people
Adjust brakes and gears
4 people
Serve coffee break
2 people
Refill drinks
Treat Tires and Inner Tubes
4 people
Serve light meals
3 people
Tidy workstations between sessions
3 people
Maintain Chain and Drive
4 people
Check Lighting and Accessories
3 people
Moderate the Q&A
2 people
Hand out worksheets
2 people
Check out participants
2 people

Aftercare

Gather tools
3 people
Sort and dispose of waste
2 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the floor and worktables
3 people
Lock up the venue
2 people
Return borrowed materials
2 people
Keep leftovers refrigerated
Send thank-you message to participants

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 40
Registration desk

Sports equipment

Bike repair standsqty 8
Wheel chocksqty 8
Bike pumpsqty 4
Bike helmetsqty 10
Traffic conesqty 12
Practice Bikesqty 2
Spare wheelsqty 4
Bicycle light setsqty 6
Spare inner tubesqty 12
Tape kitsqty 8
Chain oilqty 4
Bike chain cleanersqty 4
Spare chainsqty 4
Brake pad setsqty 8
Cable tiesqty 100
Work glovesqty 40
Protective matsqty 8

Equipment

Bike tool kitsqty 4
Master keysqty 2
Allen key setsqty 4
Chain punchesqty 2
Chain gaugesqty 2
Tire leversqty 16
Multimetersqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Projection screen
Projector

Tableware

Reusable cupsqty 50
Coffee mugsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Storage binsqty 8

Cleaning

Waste binsqty 4
Broom setsqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Cleaning clothsqty 30

Safety

First aid kit

Decorations

Name badgesqty 50
Markersqty 12
Directional signsqty 8

Catering

Groceries

Tips

Set the programme before sending invitations, including the basic bike check, demonstrations and hands-on sections. Participants need to know what they will do and how long the workshop takes.
Close registrations early enough to update the participant list and send confirmations. Use the final list to plan workstations, chairs, tools, bikes and any dietary requirements.
Prepare one complete tool setup per workstation rather than putting all equipment in one shared pile. Check repair stands, wheel chocks, pumps, Allen key sets, tire levers and measuring tools before the day.
Test the room’s power and presentation setup at least 30 minutes before opening. Extension cords, power strips, the projector, projection screen and portable speaker should be positioned so cables do not cross walkways.
Allow a separate arrival period for registration, bike positioning and the safety explanation. Keep helmets, cones and the workshop leader’s instructions ready before starting the first basic bike check.

Frequently asked questions

How far in advance should I plan a bike workshop?: Start planning at least 4 weeks ahead if participants must register. Reserve the venue and workshop leader first, then send invitations once the programme, capacity and equipment needs are clear.
How many workstations do I need for a bike workshop?: Plan one workstation for each bike being worked on at the same time. Add at least one spare position or practice bike when space allows, so a missing part or repair problem does not stop the group.
When should I send bike workshop confirmations?: Send confirmations as soon as registration closes, ideally 5 to 7 days before the workshop. Include the start time, arrival instructions, programme, safety information and any request to bring or identify a bicycle.
How early should the venue be opened before a bike workshop?: Open the venue at least 60 minutes before participants arrive. Use that hour to arrange tables and chairs, set up stands and registration, distribute tools, prepare coffee and tea, check materials and complete the safety inspection.

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.