Cycling tour checklist and planning guide

A cycling tour needs more than a route and a start time. You need permission to use the route, tested directions, a clear traffic plan, rider registration and enough people to manage the start, finish and rest area. Plan the route and safety arrangements first, then handle participant details, supplies and volunteer briefings. This checklist helps you work through the preparation in order, including the small items that are easy to arrange too late.

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 starting location
Apply for a permit
Arrange event insurance
Plan routes
2 people
Test-drive routes
2 people
Create route maps
Set start and finish rules
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Distribute traffic plan
Check the weather forecast
Print participant list
Print route maps
Prepare race numbers
2 people
Create volunteer briefing
Do the shopping
2 people
Check bicycles and equipment
2 people
Lay out route signs
2 people
Assemble starter packs
3 people
Chill drinks
2 people

Event

Put up route signs
4 people
Set up rest area
3 people
Mark off the start and finish area
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Test equipment and sound system
2 people
Prepare first aid supplies
Prepare coffee and tea
2 people
Set up the starter packs
2 people
Brief volunteers
2 people
Register participants
4 people
Hand out race numbers
3 people
Give route instructions
2 people
Carry out bike checks
2 people
Get participants started
4 people
Staff traffic points
6 people
Staff the rest stop
3 people
Distribute water and fruit
3 people
Refill drinks
2 people
Provide roadside assistance
2 people
Receive finishing riders
3 people
Keep track of finish times
2 people
Serve snacks
3 people
Hand out prizes and keepsakes
2 people
Collect route signs
4 people
Check the Final Participants
2 people
See participants off
2 people

Aftercare

Collect waste
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
2 people
Clean the venue
4 people
Inventory supplies
2 people
Return rental equipment
2 people
Register lost and found items
Send participant message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 24
Folding benchesqty 4
Waste binsqty 6

Sports equipment

Route signsqty 45
Directional signsqty 30
Bib numbersqty 130
Race bib strapsqty 130
Bike pumpsqty 4
Spare inner tubesqty 20
Tire leversqty 8
Multi-toolsqty 6
Bike locksqty 4
Cable tiesqty 200
Crowd control barriersqty 12
Traffic conesqty 20
Safety vestsqty 20
Flagsqty 12
Coolersqty 6

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Phonesqty 6
Power banksqty 6
Walkie-talkiesqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 180
Platesqty 130
Cutlery setsqty 130
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving Cupsqty 8
Serving spoonsqty 6
Water jugsqty 8

Cleaning

Broomqty 2
Litter pickersqty 2
Bucketsqty 4
Spongesqty 8
Reusable clothsqty 12

Catering

Groceries

Tips

Test-drive every route before sending invitations. Record confusing junctions, difficult surfaces and places where signs or volunteers will be needed, then update the route maps.
Set a firm registration deadline at least 7 days before the ride. Use the final list to print bib numbers, prepare starter packs and collect dietary requirements for refreshments.
Give volunteers their assignments and traffic plan at least 3 days before the event. Include who covers each junction, who manages the rest area and who handles mechanical problems.
Check the weather forecast 48 hours before the start and again on the morning itself. Make sure tents, coolers, lighting, phones and power banks are ready rather than assuming the forecast will stay unchanged.
Prepare basic roadside support for the number of riders you expect: bike pumps, spare inner tubes, tire levers and multi-tools should be easy to reach, not packed at the bottom of a box.

Frequently asked questions

How far in advance should I plan a cycling tour?: Start at least 8 weeks ahead if you need a starting location, permit or event insurance. Use the first 2 weeks for the route and permissions, then open registration once the route has been test-driven.
When should I send cycling tour invitations?: Send invitations 4 to 6 weeks before the ride and set registration to close about 7 days before it. That leaves time to print the participant list, bib numbers and route maps.
How many volunteers do I need for a cycling tour?: Plan at least 1 volunteer for registration and the start, 1 for the finish, 1 for the rest area and 1 at every junction that needs traffic control. Add a separate person for mechanical support if the group is larger than 30 riders.
What should I prepare on the morning of a cycling tour?: Allow at least 2 hours before the start to place route signs, set up barriers and cones, arrange the registration tables, chill drinks and test the microphone. Keep phones, walkie-talkies, pumps and spare tubes at the start or with the support team.

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.