Fundraising ride checklist

A fundraising ride needs more than a route and a registration form. You need time to confirm the charity, secure the start and finish locations, arrange permits, recruit volunteers and prepare riders for the distance. This checklist takes you from route planning to event-day setup, including the jobs that are often left until the last minute: signage, bike support, starter packs, drinks and a workable registration desk.

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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 distance
2 people
Confirm the start and finish location
Arrange permits and notifications
Confirm the charity
Create registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
Collect dietary requirements
Distribute the route map
Assign volunteers
2 people
Make reservations
Inspect bicycles
2 people
Prepare route signage
2 people
Check the shopping list
Do the shopping
2 people
Lay out route signs
2 people
Assemble starter packs
3 people
Chill drinks
2 people
Mark out the route
4 people
Clean the venue
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Secure donation box
2 people
Test audio and microphone
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register participants
3 people
Hand out starter packs
2 people
Check bicycles and equipment
2 people
Give welcome speech
Give safety instructions
Dispatch the ride
3 people
Staff route checkpoint
4 people
Distribute water and fruit
3 people
Provide roadside assistance
2 people
Register finishers
2 people
Refill drinks
2 people
Serve snacks
3 people
Register donations
2 people
Handle prize ceremony
2 people
See off the last participants
2 people

Aftercare

Collect route signs
4 people
Secure donation money
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Take down tents and furniture
4 people
Inventory materials
2 people
Return rented materials
2 people
Transfer donations
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
High tablesqty 4
Crowd control barriersqty 12

Sports equipment

Route arrowsqty 40
Route signsqty 12
Traffic conesqty 20
Bicycle racksqty 4
Bike pumpsqty 3
Spare inner tubesqty 12
Bike repair kitsqty 3
Spare keysqty 3

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Emergency blanketsqty 6
Hand sanitizerqty 4

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Wireless microphone
Power banksqty 4

Tableware

Reusable cupsqty 120
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 6
Cutting boardsqty 3
Serving plattersqty 8
Serving spoonsqty 8
Ice cube traysqty 4

Decorations

Bannersqty 4
Tableclothsqty 8
Balloonsqty 100
Glue and tapeqty 6

Lighting

LED string lightsqty 4
Work lightsqty 3

Cleaning

Waste binsqty 8

Catering

Donation boxesqty 3
Bib numbersqty 100
Wristbandsqty 100
Groceries

Tips

Record the route and total distance before opening registration. Share the route map early so riders can judge whether they need extra training or bike support.
Start permit and notification requests as soon as the route and locations are confirmed. Allow several weeks for approvals, especially if the ride affects roads or public spaces.
Assign volunteers to specific posts, not just general duties. Cover registration, route marking, rider support, first aid and the finish area, and give each person a clear arrival time.
Inspect bicycles and prepare pumps, spare inner tubes and repair kits before event day. A quick equipment check the day before is easier than trying to solve mechanical problems at the start line.
Finish the physical setup before riders arrive: lay out route signs, mark the route, assemble starter packs and chill drinks. Set up the registration and catering tables with power banks, extension cords and reusable tableware ready to use.

Frequently asked questions

How far in advance should I organise a fundraising ride?: Start planning at least 8 to 12 weeks before the ride. Use the first weeks to confirm the charity, route, locations, permits and sponsors, then open registration once those details are stable.
When should I send the route map to riders?: Send the route map at least 7 days before the event, and resend it with the final rider information 24 to 48 hours beforehand. Include the distance, start time, meeting point and any difficult sections.
How many volunteers do I need for a fundraising ride?: Plan at least 1 volunteer for registration, 1 for the finish area and 1 at every key route or support point. Add a coordinator and allow one or two extra people to cover breaks, late arrivals or emergencies.
What should I prepare the day before a fundraising ride?: Prepare starter packs, check the shopping list, chill drinks and inspect the bikes and repair equipment the day before. If possible, also place or bundle the route signs so the marking team can start immediately on event morning.

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.