Company bike ride checklist: plan it in the right order

A company bike ride needs more than a route and a date. You need time to test the course, assign supervisors, prepare repair equipment and give participants clear instructions before they arrive. This checklist takes you from the first planning decisions through registration, catering, route marking and the final weather check. Use it to keep the ride manageable for your team and make sure practical details are handled before the start.

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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

Set the date and program
2 people
Reserve the start and finish locations
Determine cycling route
2 people
Test ride the bike route
2 people
Choose rest points along the route
2 people
Check the route files
Set participant limit
Send invitations
Open the registration form
Gather traffic information
Determine the weather scenario
2 people
Process registrations
Collect dietary requirements
Prepare team assignments
2 people
Assign supervisors
2 people
Order catering
Check cycling equipment
2 people
Check first aid supplies
Print route maps
Print participant list
Prepare numbers and wristbands
2 people
Prepare route signs
2 people
Confirm catering quantities
Check the weather forecast
Send final information to participants
Do the shopping
2 people
Set out route signs
2 people
Load bikes and equipment
3 people
Open venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the registration table
2 people
Cord off the bike parking area
2 people
Put up route signs
3 people
Set up a rest area
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people

Event

Give the safety briefing
2 people
Register participants
3 people
Hand out starter pack
2 people
Check bikes and helmets
2 people
Take group photo
2 people
Guide the first cycling group
2 people
Lead the second cycling group
2 people
Guide the route from the back
2 people
Staff the rest area
2 people
Distribute water and fruit
2 people
Support breakdowns
2 people
Check route signs
2 people
Register incoming participants
2 people
Serve arrival drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Set up buffet
3 people
Serve the buffet
4 people
Serve special meals separately
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Collect lost property
Give a thank-you speech
Check final departure
2 people

Aftercare

Collect route signs
3 people
Gather cycling equipment
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Dispose of waste
2 people
Store materials dry
2 people
Return borrowed equipment
2 people
Send thank-you message to participants
Return lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 4
Bicycle racksqty 6
Clothes racksqty 2

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 60
Serving spoonsqty 8
Serving plattersqty 12

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile phone chargersqty 2

Sports equipment

Bike repair standsqty 2
Bike pumpsqty 4
Spare inner tubesqty 12
Tire leversqty 6
Multi-toolsqty 4
Bike chain oilqty 2
Spare bike lightsqty 12
Safety vestsqty 12
Water bottlesqty 60
Helmetsqty 6
Route mapsqty 70
Bib numbersqty 70
Conesqty 20
Barrier tapeqty 4
Route signsqty 35
Plate holdersqty 35
Cable tiesqty 100
Rain ponchosqty 20
Blanketsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Pliersqty 6
Measuring cupsqty 2
Thermos flasksqty 4
Cooling platesqty 8
Aluminum foilqty 2
Cling filmqty 2

Decorations

Company flagsqty 4
Start/finish banner
Tableclothsqty 8
Arrow bannersqty 6

Lighting

LED light stringsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Dish brushesqty 4
Spongesqty 12
Microfiber clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries

Tips

Test the full route before opening registration, including every rest point and any section where signs or route files could cause confusion. Record the expected riding time and allow extra time for stops.
Set the participant limit before sending invitations. Base it on the route, rest-point capacity, available supervisors and how many people your start and finish locations can handle.
Prepare a weather scenario several days in advance, then check the forecast again shortly before the ride. Tell participants exactly when they will receive the final go-or-no-go information.
Check repair and safety equipment as a complete kit, not item by item on paper. Pumps, spare inner tubes, tire levers, multi-tools, lights, helmets and first-aid supplies should be available before participants arrive.
Confirm catering quantities after registrations close, including dietary requirements. Do not leave cups, plates, cutlery, coffee equipment or coolers until the event morning; set up and test power connections in advance.

Frequently asked questions

How far in advance should I organise a company bike ride?: Start planning at least 8 to 12 weeks before the ride. Reserve the start and finish locations first, then test the route, set the participant limit and open registration.
When should I send invitations for a company bike ride?: Send invitations around 6 to 8 weeks before the event, once the date, programme, route concept and registration deadline are known. Send final route, equipment, weather and arrival information 2 to 3 days before the ride.
How many supervisors do I need for a company bike ride?: Plan at least one supervisor for every group of 10 to 15 riders, with extra coverage at rest points and difficult crossings. Adjust the number after the test ride and according to the total participant limit.
When should I confirm catering for a company bike ride?: Confirm quantities 3 to 5 days before the ride, after processing registrations and dietary requirements. Recheck the final headcount and serving setup on the day before the event.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.