Farmers' Bike Ride Checklist

Organising a farmers' bike ride takes more than marking out a route. You need confirmed start and finish points, permission checks, staffed rest stops and a reliable way to handle punctures or late changes. Work through the planning in stages: secure the route first, then open registration, assign volunteers and prepare signs, refreshments and bike support. This checklist helps you see what needs arranging before the ride, what to check the week before and what must be ready on the day.

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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

Record route and date
2 people
Confirm start and finish locations
Check permits and notifications
Drive the route in full
3 people
Set up rest stops with farmers
2 people
Design route maps
Have route maps printed
Publish registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Confirm participants
Schedule volunteers
Instruct traffic marshals
2 people
Arrange bike assistance
Check first aid supplies
Check the weather forecast
Determine an alternative program
2 people
Prepare route signs
2 people
Sort arrows and ribbons
2 people
Check bikes and carts
2 people
Do the shopping
3 people
Fill coolers
2 people

Event

Put up route signs
4 people
Stock the rest stops
4 people
Build the starting area
6 people
Set up party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Set out snacks and fruit
3 people
Set up the bike check
2 people
Set up first aid table
Test music and microphone
2 people
Welcome volunteers
2 people
Brief volunteers
2 people
Register participants
3 people
Hand out wristbands
2 people
Explain the route and safety rules
Assign starter groups
2 people
Letting the first cyclists depart
3 people
Staff traffic points
4 people
Staff checkpoint one
2 people
Staff checkpoint two
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Fix bicycle breakdowns
2 people
Provide first aid
2 people
Follow the participants in the rear
2 people
Register arriving cyclists
2 people
Guide bicycle parking
2 people
Serve snacks
3 people
Serve drinks
3 people
Set up buffet
4 people
Restock the buffet
3 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Provide music
See off the last participants
2 people

Aftercare

Dismantle the finish area
6 people
Collect route signs
4 people
Chill leftover food
2 people
Wash dishes and glasses
3 people
Clean the grounds
4 people
Dispose of waste
2 people
Inventory materials
2 people
Clean coolers and thermoses
2 people
Return borrowed materials
2 people
Repair and store route signs
2 people
Handle lost and found
Thank participants
Check supplier invoices
Share photos with participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Bicycle racksqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12
Serving spoonsqty 12
Coffee potsqty 4
Water jugsqty 8

Equipment

Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Portable speaker
Microphone
Power banksqty 4

Sports equipment

Spare bicyclesqty 2
Bike pumpsqty 4
Repair standsqty 2
Inner tubesqty 10
Tire leversqty 4
Bike repair kitsqty 4
Bike locksqty 6
Safety vestsqty 12
Bike helmetsqty 6
Hydration backpacksqty 4

Decorations

Route signsqty 45
Direction arrowsqty 60
Wooden stakesqty 60
Barrier tapeqty 4
Buntingqty 8
Welcome sign
Information boardsqty 4
Tableclothsqty 10

Lighting

LED string lightsqty 6
LED lanternsqty 8
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Measuring cupsqty 2
Serving tongsqty 8
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Waste binsqty 8
Trash bag holdersqty 4
Cleaning bucketsqty 4
Spongesqty 12
Microfiber clothsqty 20
Hand broomsqty 3
Dustpan and brushqty 3
Hand soap dispensersqty 4
Towel rollsqty 6

Safety

First aid kitsqty 2
Disposable glovesqty 2
Emergency blanketsqty 4
Flashlightsqty 6

Registration

Registration formsqty 80
Clipboardsqty 6
Pensqty 30
Wristbandsqty 80
Route mapsqty 80
Bib numbersqty 80
Cash box
Cash change

Catering

Groceries

Tips

Drive the full route before publishing it, and allow extra time for stops, gates, narrow roads and any sections where traffic marshals will be needed. Keep a clearly marked alternative route or programme ready in case weather or access changes.
Confirm permits, notifications and both start and finish locations before sending invitations. Print route maps only after the final route has been checked, then prepare spare copies for volunteers and participants.
Close registration early enough to update the participant list, confirm attendance and collect dietary requirements. Use the final list to schedule volunteers, brief traffic marshals and decide how much food, coffee and water to prepare.
Put bike support in more than one place if the route is long. A pump, repair kit, tyre levers, spare inner tubes and at least one spare bicycle are more useful when assigned to a named volunteer rather than left at the start.
Prepare route arrows and ribbons in labelled bundles before signposting day. Check the weather forecast again shortly before the ride, fill coolers and thermos flasks last, and place signs only after confirming the route is still open.

Frequently asked questions

How far in advance should I plan a farmers' bike ride?: Start route planning and location checks at least 8 to 12 weeks before the ride. Aim to complete permit checks, notifications and the full route drive no later than 4 weeks beforehand.
When should registration close for a farmers' bike ride?: Close registration 7 to 10 days before the ride so you can confirm participants, collect dietary requirements and schedule volunteers. Keep a small space for last-minute changes only if your food and safety arrangements allow it.
How many volunteers do I need for a farmers' bike ride?: Plan at least one route lead, one bike-assistance volunteer and one traffic marshal for each busy crossing or marshal point. Add one person per rest stop so serving refreshments does not leave the route or finish area unattended.
What should I prepare for bike repairs on the day?: Have at least one pump, repair kit, set of tyre levers and several spare inner tubes available, plus a repair stand if possible. Assign the equipment to a volunteer before the start and check it at least 1 day beforehand.

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.