How to organise a bike festival without missing the details

A bike festival needs more than a route and a group of riders. Start by fixing the date and location, then build the route, permissions, registration process and safety plan around them. Give yourself several weeks to arrange bike hire, first aid, volunteers and technical equipment, because these are difficult to replace at short notice. In the final week, confirm numbers, dietary requirements, deliveries and the weather. On the day, check every bike, helmet, route marker and refreshment station before riders arrive.

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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

1
Confirm date and location
2 people
2
Determine bike routes
3 people
3
Check route maps
2 people
4
Apply for permits
5
Check insurance
6
Reserve starting location
7
Reserve bike rental
8
Reserve first aid assistance
9
Reserve music and technical equipment
10
Compile program
2 people
11
Create a registration form
12
Send invitations
2 people
13
Publish on social media
14
Process registrations
2 people
15
Collect dietary requirements
16
Confirm participants
17
Assign route volunteers
2 people
18
Confirm deliveries
19
Check the weather forecast
20
Do the shopping
3 people
21
Check bikes and helmets
2 people
22
Prepare route signs
2 people
23
Lay out bib numbers
2 people
24
Chill drinks
2 people
25
Prepare snacks
4 people
26
Prepare coffee and tea
2 people
27
Clean the grounds
3 people
28
Set up tables and chairs
4 people
29
Build party tents
5 people
30
Set up the registration table
2 people
31
Set up bike checkpoint
2 people
32
Set up the first aid station
2 people
33
Put up route signs
4 people
34
Hang lighting
3 people
35
Connect the sound system
2 people
36
Put up info boards
2 people
37
Prepare starter packs
3 people
38
Brief volunteers
3 people

Event

39
Open registration
3 people
40
Welcome participants
3 people
41
Hand out race numbers
2 people
42
Hand out bikes and helmets
2 people
43
Carry out bicycle checks
2 people
44
Give safety instructions
2 people
45
Guide the bike ride
8 people
46
Staff route checkpoint
4 people
47
Staff the water station
2 people
48
Record the finish
2 people
49
Serve drinks
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Guide bike activities
4 people
53
Provide music
2 people
54
Support awards ceremony
2 people
55
Collect lost property
56
Announce the final round
57
Accept bike rentals
2 people
58
See participants off
2 people

Aftercare

59
Collect waste
4 people
60
Wash dishes
3 people
61
Clean the grounds
4 people
62
Take down the sound system
2 people
63
Dismantle lighting
3 people
64
Remove decorations
3 people
65
Take down tables and chairs
4 people
66
Take down party tents
5 people
67
Remove route signs
4 people
68
Inventory materials
2 people
69
Return borrowed items
2 people
70
Clean up leftovers
2 people
71
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 8
Waste binsqty 8
Bicycle Racksqty 12

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 180
Coffee cupsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 8
Bike pumpsqty 6
Bike repair standsqty 2

Sports equipment

Loan bikesqty 20
Bike helmetsqty 25
Spare inner tubesqty 30
Bicycle bellsqty 10
Bike tool kitsqty 4
Bicycle light setsqty 20
Route arrowsqty 40
Route signsqty 15
Conesqty 30
Bib numbersqty 180
Wristbandsqty 200
Stamp cardsqty 180
Medal ribbonsqty 180
Prizesqty 12

Decorations

Buntingqty 12
Balloonsqty 150
Tableclothsqty 12
Arrow bannersqty 8
Info boardsqty 8
Chalkboardsqty 4

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Cooling matsqty 6
Water jugsqty 8

Cleaning

Broom setsqty 3
Mop setsqty 2
Bucketsqty 4
Hand soap dispensersqty 4
Sanitizer pumpsqty 6

Catering

Groceries

Tips

Set the route before publishing the registration form. Check the maps in person and decide where route arrows, signs and cones are needed; changing the route after people register creates avoidable confusion.
Apply for permits and check insurance at the start of planning, not after invitations go out. Allow at least 4 to 6 weeks for permissions and keep the approved route and event details together.
Close or review registrations several days before the festival. Use the final participant count to assign route volunteers, prepare bib numbers, confirm dietary requirements and order or collect the right amount of food and drinks.
Book specialist support early. Bike rental, first aid assistance, sound equipment and the starting location can all be unavailable if you wait until the final two weeks.
Do a full equipment check the day before. Test lights, pumps, repair stands, tool kits, microphones and extension cords, and place spare inner tubes, helmets, route signs and refreshments where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I organise a bike festival?: Start planning at least 8 to 12 weeks before the event. Begin with the date, location, route, permits and insurance, then arrange rentals, first aid and equipment before opening registration.
How many volunteers do I need for a bike festival?: Plan at least one route volunteer for every 15 to 20 riders, with extra people at the start and finish. Confirm the final volunteer assignments 3 to 5 days before the festival, once registrations are closed.
How much food and drink should I prepare for a bike festival?: Use the confirmed participant count and prepare drinks for the full riding period plus the finish. As a starting point, allow 2 to 3 drinks per person during the first hour at the gathering point, then add water and snacks for the route and finish.
When should I check the weather forecast for a bike festival?: Check it 7 days before the event for planning, then again 48 hours and 3 hours before the start. Use the final check to decide on tents, clothing guidance, route changes and how drinks and equipment will be protected.

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.