Brevet ride checklist: what to arrange and when

A brevet ride needs more than a route and a start time. You need a checked course, permission for the locations and roads involved, a reliable registration list, staffed checkpoints and practical rider support. Work through the planning in stages: secure the route and venues first, then confirm riders and volunteers, and leave equipment, food, lighting and signage for the final preparation days. This checklist helps you see what is easy to overlook before riders arrive.

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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

Finalize the route
2 people
Check route for hazards
2 people
Reserve start and finish location
Check the required permissions
Visit the start and finish location
2 people
Open participant registration
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Check participant list
2 people
Assign start numbers
2 people
Prepare route maps
2 people
Determine checkpoint locations
2 people
Staff the checkpoints
Brief volunteers
2 people
Book catering
Arrange bike racks
Test the lighting
2 people
Test communication devices
2 people
Check route arrows
2 people
Assemble starter packs
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Bring materials to the venue
3 people
Set out route arrows
2 people
Stock the checkpoints
3 people
Block off start and finish area
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Place traffic arrows along the route
4 people
Check the route for last-minute changes
2 people

Event

Register participants
4 people
Hand out starter packs
3 people
Check bike lights
2 people
Give participant briefing
2 people
Guide the start of the brevet tour
4 people
Record start times
2 people
Open check-in posts
6 people
Stamp check cards
6 people
Distribute water and fruit
6 people
Refill drinks
2 people
Refill snacks
2 people
Answer route questions
2 people
Maintain communication with checkpoints
2 people
Register breakdown reports
2 people
Register arrival times
2 people
Collect the control cards
2 people
Hand out finisher certificates
2 people
Welcome the final participants
3 people
Close the final checkpoint
2 people
Close finish area
2 people

Aftercare

Remove route arrows
4 people
Take down checkpoints
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash the dishes and kitchenware
3 people
Collect waste
3 people
Clean the venue
3 people
Return materials
3 people
Return borrowed items
2 people
Process participant results
2 people
Publish the finisher list
Register lost and found items
Archive route files
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Bicycle racksqty 6
Waste binsqty 6

Sports equipment

Route arrowsqty 120
Conesqty 30
Barrier tapeqty 6
Bib numbersqty 120
Control cardsqty 120
Finisher certificatesqty 120
Stamp setsqty 4
Reflective vestsqty 12
Repair standsqty 2
Bike pumpsqty 4
Spare inner tubesqty 20
Basic bike toolsqty 4
Cable tiesqty 200

Equipment

Walkie-talkiesqty 8
Mobile chargersqty 6
Extension cordsqty 4
Power stripsqty 4
Megaphone
Laptop
Printer
Coolersqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 6

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 12
Tongs and serving spoonsqty 12
Cool box matsqty 6

Decorations

Start/finish banner
Directional signsqty 12
Tableclothsqty 8
Name badgesqty 30

Cleaning

Broomsqty 2
Litter pickersqty 2
Bucketsqty 3
Spongesqty 6
Reusable clothsqty 12

Catering

Groceries

Tips

Finish the route and inspect it for hazards before publishing registration. Recheck junctions, road works and poorly lit sections close to the ride date, because route arrows and checkpoint instructions depend on the final version.
Confirm the start and finish location early, including access hours, power, toilets, parking and space for bicycle racks. A venue visit before event week can reveal where tables, tents and rider flow will actually fit.
Close registration with enough time to process the participant list, dietary requirements and emergency contacts. Assign bib numbers and prepare control cards only after the list is stable, so you do not have to relabel starter packs.
Treat checkpoints as staffed control points, not just map locations. Set each team’s arrival time, give volunteers reflective vests and walkie-talkies, and test communication devices before the first rider sets off.
Prepare rider support for small mechanical and comfort problems: place pumps, spare inner tubes and basic bike tools where they can be used quickly. Chill drinks and prepare snacks on the day before, while checking LED lamps, battery lanterns and power connections before dark.

Frequently asked questions

How far in advance should I plan a brevet ride?: Start the route, venue and permission work at least 8 to 12 weeks before the ride. Open registration only after the route and start and finish arrangements are sufficiently firm.
When should I close registration for a brevet ride?: Close registration 7 to 14 days before the event if you need time to check the participant list, collect emergency contacts and dietary requirements, assign bib numbers and print control materials.
How many volunteers do I need for brevet checkpoints?: Plan at least 2 volunteers per staffed checkpoint so one person can handle riders while the other manages control cards, stamps or supplies. Add a coordinator for every 3 to 4 checkpoints if locations are spread out.
When should I put out route arrows and checkpoint equipment?: Prepare and count route arrows, cones and barrier tape the day before, then place them during the final course check, typically 2 to 4 hours before the first start. Remove them immediately after the last rider passes.

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.