Gravel tour checklist: organise the ride step by step

A gravel tour needs more than a route file and a start time. This checklist takes you from choosing the date and checking permits to registrations, rider communication, route marking and the final setup. It also covers the details that are easy to miss, such as dietary requirements, participant phone numbers, spare tubes, power banks and a second route check before riders arrive. Work through the plan in order so the route, people and equipment are ready at the same time.

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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 date and route
2 people
Reserve starting location
Check permits
Check route for traffic risks
2 people
Send invitations
Open the registration form
Publish route file
Process registrations
Collect dietary requirements
Assign volunteers
Send participant information
Check the weather forecast
Ride the route again
2 people
Print route files and maps
Do the shopping
2 people
Check bikes and tools
2 people
Prepare race numbers
2 people
Sort route arrows
2 people
Fill coolers
2 people
Print Participants' Phone Numbers
Mark out the starting area
4 people
Mark route
4 people
Set up supply point
3 people
Set up the bicycle parking
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up reception desk
2 people
Chill food and drinks
2 people
Prepare coffee and tea
2 people

Event

Register participants
3 people
Hand out race numbers
2 people
Give Cycling and Route Briefing
2 people
Lead the group start
3 people
Carry out a route check
3 people
Staff the supply point
3 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Provide roadside assistance
2 people
Keep track of finish times
2 people
Serve finisher drinks
2 people
Serve soup and bread
3 people
Turn on lighting
Receive the last participants
2 people

Aftercare

Remove route arrows
4 people
Dismantle the start area
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Complete route check
2 people
Process lost and found items
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Bicycle racksqty 6
Waste binsqty 6

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Power banksqty 6
Walkie-talkiesqty 8
Mobile phone chargersqty 4

Sports equipment

Route arrowsqty 120
Conesqty 30
Bib numbersqty 80
Bib holdersqty 80
Spare bike pumpsqty 4
Bike tool kitsqty 4
Spare inner tubesqty 20
Tire leversqty 12
Bicycle trailersqty 2

Lighting

LED lampsqty 8
Headlampsqty 10
Extension cordsqty 4

Tableware

Reusable cupsqty 120
Reusable bowlsqty 80
Reusable cutleryqty 100
Serving spoonsqty 4

Kitchen

Soup kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 3
Measuring cupsqty 2
Ice packsqty 24
Cratesqty 12

Cleaning

Hand soapqty 4
Disinfectant gelqty 4
First aid kitsqty 3
Litter pickersqty 4

Catering

Groceries

Tips

Ride the route twice: check traffic risks when you first plan it, then ride it again close to the event to catch construction, flooding, blocked tracks or damaged signs.
Send participant information only after registrations are processed and dietary requirements are collected. Include the route file, start details, safety instructions and a contact number before event day.
Keep a repair point ready for common gravel failures: spare bike pumps, tool kits, inner tubes and tire levers should be accessible rather than packed away in a vehicle.
Prepare route arrows, cones, bib numbers and bib holders in separate labelled groups. This prevents volunteers from searching for signage while the starting area is being marked.
Check power and communication before setup starts. Charge walkie-talkies, power banks and phones, and test extension cords, coffee equipment and lighting before building the tents.

Frequently asked questions

How far in advance should I organise a gravel tour?: Start at least 8 to 12 weeks before the ride. Record the date and route first, then reserve the starting location, check permits, open registration and recruit volunteers.
When should I send gravel tour participant information?: Send it at least 5 to 7 days before the event, after registrations and dietary requirements are confirmed. Publish the route file and include the start procedure, equipment advice and emergency contact details.
How many spare inner tubes do I need for a gravel tour?: Plan at least 1 spare inner tube per 10 riders, with a minimum of 5 for a small group. Keep additional pumps, tire levers and bike tools at the supply point rather than only at the start.
When should I check the gravel route again?: Ride the route again 1 to 3 days before the tour. Confirm that arrows and cones still make sense, check traffic risks and update the route file or participant information if conditions have changed.

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.