How to organise a bike light campaign

A bike light campaign works best as a short, practical drop-in event: people arrive, register, receive information and get their lights checked or fitted. Start with the venue, permits and supplier contact, then build the volunteer rota around reception, distribution and the bicycle checkpoint. Confirm stock before promoting the event, publish the route early and allow time for tents, power and lighting. Most delays come from late deliveries, unclear volunteer roles and a checkpoint that is too small for the expected flow.

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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
Reserve venue
2
Check permits
3
Recruit volunteers
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Contact the bicycle light supplier
8
Create volunteer schedule
2 people
9
Publish route to the venue
10
Cord off the bike parking area
2 people
11
Hang promotional posters
2 people
12
Check Bicycle Light Stock
2 people
13
Check tools
2 people
14
Do the shopping
2 people
15
Sort bike light sets
3 people
16
Lay out the information materials
2 people
17
Prepare name stickers
18
Chill drinks
2 people
19
Set up tables
4 people
20
Build party tents
4 people
21
Hang lighting
3 people
22
Connect power supply
2 people
23
Set Up Bicycle Checkpoint
4 people
24
Set up the distribution point
3 people
25
Set up the reception table
2 people
26
Conduct a safety check
2 people

Event

27
Welcome visitors
3 people
28
Register sign-ups
2 people
29
Check bike lights
4 people
30
Mount bicycle lights
4 people
31
Replace batteries
2 people
32
Explain traffic safety
2 people
33
Hand out reflection materials
2 people
34
Serve coffee and tea
2 people
35
Refill drinks
2 people
36
Refill snacks
2 people
37
Empty trash bins
2 people
38
Help the last visitors
3 people

Aftercare

39
Count bicycle lights and tools
2 people
40
Take down materials
4 people
41
Put tables and chairs back
3 people
42
Collect waste
3 people
43
Clean the venue
3 people
44
Wash dishes
2 people
45
Store materials dry
2 people
46
Return borrowed items
2 people
47
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 12
High tablesqty 2
Crowd control barriersqty 8

Equipment

Bike pumpsqty 4
Bike tool kitsqty 4
Screwdriversqty 8
Allen key setsqty 4
Cable reelsqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Work lightsqty 4
String lightsqty 4
Rechargeable flashlightsqty 4
Light-up conesqty 8

Sports equipment

Bicycle standsqty 4
Traffic conesqty 12
Reflective vestsqty 12

Decorations

Bike light campaign postersqty 20
Directional signsqty 8
Information bannersqty 3
Tableclothsqty 8

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving jugsqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the campaign date only after checking the venue, permit requirements and bicycle light supplier lead time. Aim to have the supplier confirmed at least three weeks before the event.
Create separate volunteer roles for reception, registration, light distribution and the bicycle checkpoint. Use a rota with shifts of no longer than two hours so the checkpoint stays staffed throughout.
Check the bicycle light stock and tools one week before the campaign, then repeat the count on setup day. Sort light sets in advance so volunteers are not opening mixed boxes while visitors wait.
Publish the route to the venue with the invitations and put up directional signs before doors open. Mark the bike parking area with barriers or cones and keep a clear path to the reception table.
Set up the checkpoint before the distribution point, including bike stands, pumps, tool kits, work lights and power connections. Test cable reels, extension cords and power strips before visitors arrive, especially if tents or evening lighting are used.

Frequently asked questions

How far in advance should I organise a bike light campaign?: Start planning at least four weeks before the campaign. Contact the venue, check permits and confirm the bicycle light supplier first; invitations and volunteer scheduling can follow once the date and stock are secure.
How many volunteers do I need for a bike light campaign?: Plan for at least four active roles during busy periods: reception, registration, distribution and the bicycle checkpoint. Add one floating volunteer for every 50 expected visitors so queues, stock and practical questions do not stop the main flow.
When should I check the bicycle light stock?: Make the first stock check one week before the event and repeat it on setup day. Count complete light sets separately from loose units, and keep tools and replacement materials at the checkpoint rather than at reception.
What should I set up first at a bike light campaign?: Set up the visitor flow first: reception, registration, distribution and then the bicycle checkpoint. Finish the tents, tables, power supply and lighting at least 60 minutes before opening so you have time to test equipment and correct the route.

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