How to organise a bike challenge from route planning to finish

Start by fixing the date, route and start-finish location before opening registration. Then check the full course, write the safety plan and decide where volunteers, signs and rider support are needed. Registration information should cover timings, route expectations and dietary requirements, while the final week is for equipment checks, shopping and briefings. On the day, keep registration, bike checks, the ride and finish catering moving in that order.

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

1
Record date and route
2 people
2
Reserve start and finish location
3
Check cycling route
2 people
4
Develop route and safety plan
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Send participant information
10
Order catering
11
Prepare route signs
2 people
12
Check bikes and tools
2 people
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Set up the start and finish area
4 people
16
Set up tables and chairs
3 people
17
Set up registration desk
2 people
18
Put up route signs
4 people
19
Set up a rest area
3 people
20
Set out safety materials
2 people
21
Prepare finish catering
3 people
22
Brief volunteers
2 people

Event

23
Receive participants
3 people
24
Hand out race numbers
2 people
25
Carry out bike checks
2 people
26
Give the start briefing
27
Get participants started
3 people
28
Staff the rest area
3 people
29
Monitor the route and intersections
5 people
30
Refill drinks
2 people
31
Register finishers
2 people
32
Assist with bike repairs
2 people
33
Serve snacks and meals
4 people
34
Collect trash and empty bottles
2 people
35
Guide the finish moment
2 people
36
See participants off
2 people

Aftercare

37
Remove route signs
4 people
38
Dismantle furniture
4 people
39
Wash dishes
3 people
40
Clean the venue
4 people
41
Inventory materials
2 people
42
Return borrowed materials
2 people
43
Store leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 4
Waste binsqty 6

Sports equipment

Route signsqty 24
Conesqty 20
Bib numbersqty 70
Wristbandsqty 70
Bike pumpsqty 4
Spare inner tubesqty 12
Tire leversqty 8
Allen key setsqty 3
Bike repair standsqty 2

Equipment

Walkie-talkiesqty 8
Mobile phonesqty 3
Extension cordsqty 4
Power stripsqty 3

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80

Kitchen

Coolersqty 6
Thermos flasksqty 4
Pouring jugsqty 6
Cutting boardsqty 4
Serving plattersqty 10

Decorations

Buntingqty 6
Directional signsqty 20

Catering

Groceries

Tips

Check the route at least once before sending invitations, including junctions, narrow sections, rest points and places where route signs or cones are needed. Record the route and safety plan in one document that volunteers can use.
Close registration early enough to order catering and assign volunteers. Send participant information at least 3 days before the ride, including the start time, meeting point, route details and what riders should bring.
Set up a separate registration table with bib numbers and wristbands before participants arrive. Keep the bike-check area nearby, with pumps, spare inner tubes, tyre levers, Allen key sets and repair stands ready.
Brief volunteers before the first rider arrives and give route, rest-area and finish responsibilities to named people. Use walkie-talkies or mobile phones, and confirm who handles a breakdown or safety issue.
Prepare the finish area before the ride starts, not when riders are returning. Put out tables, chairs, waste bins, reusable cups and catering supplies, and chill drinks early enough that they are ready at the finish.

Frequently asked questions

How far in advance should I plan a bike challenge?: Start at least 6 weeks before the ride. That gives you time to confirm the date and locations, check the route, open registration, order catering and recruit enough volunteers.
When should I send bike challenge participant information?: Send the final information at least 3 days before the event. Include the start and finish locations, arrival time, route, safety instructions, contact details and any requirements collected during registration.
How many volunteers do I need for a bike challenge?: For a small ride, plan on at least 1 volunteer for registration, 1 for bike checks, 1 for the rest area and 1 finish coordinator. Add route marshals at every junction or risk point identified during the route check.
What bike repair equipment should I have at the start?: Have at least 1 pump, spare inner tubes, tyre levers, an Allen key set and a repair stand available for every 25 to 30 riders. Check the tools before participants arrive and assign one person to the bike-check area.

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.