Gravel tour checklist: what to arrange and when

A gravel tour needs more than a route and a group of bikes. You have to confirm access, permissions, insurance, start and finish locations, registration details and on-course support before riders arrive. This checklist puts the work in a practical order, from finalizing the route to marking it and setting up the supply point. It also covers the details that are easy to leave until the last day, such as emergency numbers, charged communication devices, GPS files and spare bike equipment.

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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

Finalize the Route
2 people
Check the route for accessibility
2 people
Arrange permits and approvals
Reserve start and finish location
Arrange insurance for participants
Publish registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Send route information
Check the weather forecast
Print participant list
Print emergency numbers
Lay out wristbands and race numbers
2 people
Load route files onto GPS devices
2 people
Check the shopping list
Do the shopping
2 people
Sort direction signs and ribbons
2 people
Check bicycles and trailer
2 people
Charge communication devices
Lay out clothing and vests
Attach the race numbers
2 people
Mark out the route
4 people
Set up a supply point
3 people
Set up the start and finish area
6 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Mark off bicycle parking area
2 people
Hang signs and information
2 people
Test sound system
Check lighting and power
2 people
Prepare coffee and tea
2 people
Chill supplies
2 people
Prepare snacks and sandwiches
3 people
Set out first aid supplies
Brief volunteers
2 people

Event

Staff the registration table
3 people
Receive participants
3 people
Give the start briefing
2 people
Get participants started
4 people
Staff route checkpoint
3 people
Distribute supplies
4 people
Refill drinks
2 people
Track route and participants
2 people
Provide technical support
2 people
Keep track of finish times
3 people
Receive finishers
3 people
Serve soup and sandwiches
3 people
Serve coffee and tea
2 people
Refill snacks
2 people
Inform participants about the route
Store bicycles safely
2 people
Bring in the last participants
2 people
Dismantle route checkpoint
3 people
Support awards ceremony
2 people
Serve the final drinks
2 people
Wash dishes
3 people

Aftercare

Collect waste
4 people
Clean up the start and finish area
5 people
Remove route arrows and ribbons
4 people
Clean the venue
4 people
Return materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Archive route files
Process lost and found items
Publish photos and results
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Bicycle Racksqty 12
Crowd control barriersqty 20
Coolersqty 8
Waste binsqty 8

Sports equipment

Bib numbersqty 130
Wristbandsqty 130
Route arrowsqty 180
Barrier tapeqty 12
Route signsqty 20
Traffic conesqty 30
Pumpsqty 4
Spare inner tubesqty 30
Multi-toolsqty 6
Tire leversqty 12
Bike glovesqty 4
First aid kitsqty 3
Emergency blanketsqty 15
Reflective vestsqty 20
Whistlesqty 8
GPS devicesqty 6
Walkie-talkiesqty 8
Power banksqty 8
Stamp cardsqty 130
Medal holdersqty 130

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
LED lampsqty 8
Charging stationsqty 3

Tableware

Reusable cupsqty 180
Platesqty 150
Bowlsqty 120
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving spoonsqty 8
Thermos cupsqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 4
Mixing bowlsqty 8
Soup kettlesqty 3
Storage binsqty 12
Serving traysqty 8

Lighting

String lightsqty 6
Battery lanternsqty 10

Cleaning

Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand soap dispensersqty 6
Disinfectantqty 4
Waste sorting binsqty 6

Catering

Groceries

Tips

Finalize and check the route before opening registration. Confirm that the full route is accessible, then arrange permits and approvals and reserve the start and finish location before sending invitations.
Send route information early, not the night before. Include the route file, start details, expected riding conditions and any access information so participants can prepare their bikes and GPS devices.
Set a clear registration cut-off for dietary requirements and volunteer planning. Use the final registration list to prepare wristbands, bib numbers, route files and the number of supplies needed.
Prepare a dedicated repair and safety setup for the route. Pumps, spare inner tubes, tire levers, multi-tools, first aid kits and emergency blankets should be checked before loading the trailer.
Do the event-day setup in a fixed sequence: charge walkie-talkies and power banks, mark the route with arrows and ribbons, place barriers or cones where needed, then set up tables, coolers, waste bins and the supply point.

Frequently asked questions

How far in advance should I plan a gravel tour?: Start planning at least 8 to 12 weeks before the ride. Use the first weeks for the route, access checks, permits, insurance and location; open registration only after those basics are confirmed.
When should I send the route file to gravel tour participants?: Send the route file and practical route information at least 7 days before the tour. Load the final version onto the event GPS devices after the route has been checked and avoid changing it without notifying riders.
How many volunteers do I need for a gravel tour?: Plan at least one responsible person for registration and the start, one person for the finish, and one safety or route contact for each staffed point. Add volunteers when the route has multiple crossings, a supply point or separate groups.
What bike repair equipment should a gravel tour have?: Have at least one pump, several spare inner tubes, tire levers and multi-tools at the start or supply point. Match the spare tubes and tools to the tire sizes used by participants, and keep a first aid kit and emergency blankets with the support equipment.

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