How to organise a bike marathon from route to finish

A bike marathon starts with a realistic route and a clear safety plan, not with registration or decorations. Record the date, set the start and finish locations, pre-ride the full route and mark every dangerous point before you publish anything. Then secure permits, insurance, medical and bike support, and build the volunteer and traffic plans around the route. Registration, participant information, timing and event-day equipment come after those foundations are in place.

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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
Record date and route
2 people
2
Apply for permits
3
Check insurance
4
Set start and finish locations
2 people
5
Pre-ride the full route
3 people
6
Mark dangerous route points
2 people
7
Develop the traffic plan
2 people
8
Recruit volunteers
2 people
9
Arrange medical support
10
Arrange bike service
11
Choose time tracking
2 people
12
Open registration form
13
Send invitations
2 people
14
Approach sponsors
2 people
15
Publish route map
16
Process registrations
2 people
17
Collect dietary requirements
18
Assign start numbers
2 people
19
Send participant information
20
Assign volunteers
2 people
21
Check reservations
22
Order route signs
23
Have start numbers printed
24
Finalize shopping list
2 people
25
Do the shopping
3 people
26
Check bikes and tools
2 people
27
Sort bib numbers
2 people
28
Sort route signs
2 people
29
Fill coolers
2 people
30
Prepare snacks
3 people
31
Chill drinks
2 people
32
Set up tents
4 people
33
Set up tables and chairs
3 people
34
Set up registration desk
2 people
35
Set up a bike service point
2 people
36
Set up the first aid station
2 people
37
Mark out the route
8 people

Event

38
Staff traffic posts
8 people
39
Receive participants
4 people
40
Hand out race numbers
3 people
41
Register participants
3 people
42
Carry out bike checks
2 people
43
Give the safety briefing
2 people
44
Get participants started
4 people
45
Operate timekeeping
2 people
46
Supply the route checkpoint
4 people
47
Distribute water and fruit
4 people
48
Refill drinks
2 people
49
Serve snacks
3 people
50
Fix bike trouble on the road
2 people
51
Provide first aid
2 people
52
Check on those staying behind
3 people
53
Register finishers
3 people
54
Hand out medals
2 people
55
Serve hot drinks
2 people
56
Check results
2 people
57
Present prizes
3 people
58
Guide the last participants
3 people

Aftercare

59
Collect route signs
6 people
60
Pick up traffic materials
4 people
61
Take down tents and furniture
4 people
62
Clear away the bike service area
2 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clean the venue
4 people
66
Inventory materials
2 people
67
Return borrowed items
2 people
68
Publish results
69
Thank participants
70
Collect expenses

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Waste binsqty 8
Start arch
Stage sectionsqty 4

Sports equipment

Route arrowsqty 80
Bib numbersqty 120
Safety pinsqty 300
Medal ribbonsqty 120
Bicycle standsqty 20
Bike pumpsqty 4
Repair standsqty 2
Tool casesqty 2
Spare inner tubesqty 20
Tire leversqty 10
Bike pump adaptersqty 10
Cable tiesqty 200
Reflective vestsqty 20
Traffic conesqty 30
Crowd control barriersqty 12
Warning signsqty 20
Stopwatchesqty 6
Walkie-talkiesqty 12
Clipboardsqty 8
Pensqty 40

Equipment

Laptop
Printer
Extension cordsqty 6
Power stripsqty 4
Mobile chargersqty 8
Mobile speakersqty 2
Microphone
Megaphonesqty 2
Coolersqty 8
Water jerry cansqty 10
Serving jugsqty 6
Thermos flasksqty 6
Coffee machinesqty 2

Lighting

LED lampsqty 8
Work lightsqty 4
String lightsqty 4

Tableware

Reusable cupsqty 250
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100
Serving plattersqty 20
Serving tongsqty 10

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 4
Ice packsqty 30

First aid

First aid kitsqty 2
Emergency blanketsqty 20
Disposable glovesqty 100
Disinfectant gelqty 4
Bandagesqty 200

Decorations

Buntingqty 10
Sponsor bannersqty 12
Tableclothsqty 10

Cleaning

Broom setsqty 3
Bucketsqty 4
Mopsqty 4
Washing-up tubsqty 4

Catering

Groceries

Tips

Pre-ride the entire route before opening registration. Note narrow sections, poor surfaces, crossings and places where route arrows, warning signs or traffic control will be needed; do not rely only on a map.
Start permits, insurance and the traffic plan early enough to resolve changes before invitations go out. A route change after registration means updating the map, participant information and volunteer assignments.
Set up separate responsibilities for medical support, bike repairs and route control. Place repair stands, pumps, spare inner tubes and tool cases where riders can reach them, and give route volunteers walkie-talkies and reflective vests.
Close registration before the final printing deadline. Use the confirmed entries to assign start numbers, prepare bib numbers and safety pins, collect dietary requirements, and print participant information without last-minute additions.
Test the start and finish area as a complete setup before event day. Check the start arch, tables, tents, bicycle stands, timing equipment, power strips and extension cords, then verify that volunteers know where signs, barriers and waste bins go.

Frequently asked questions

How far in advance should I organise a bike marathon?: Start planning at least 6 months before the event, especially if permits, traffic control or a large route are involved. Aim to have the route, start and finish locations, insurance and permit applications underway in the first month.
When should I open registration for a bike marathon?: Open registration only after the route and key safety arrangements are confirmed, usually 8 to 12 weeks before the event. Close it early enough to print start numbers and send final participant information at least 7 days before the start.
How many volunteers do I need for a bike marathon?: Plan at least 1 volunteer for every controlled crossing or critical route point, plus separate people for registration, timing, start and finish, medical coordination and bike service. Add a reserve of about 10% so illness or no-shows do not leave a post unmanned.
What should I check the week before a bike marathon?: Seven days before the event, confirm permits, reservations, medical and bike support, volunteer assignments, route signage and equipment delivery. Recheck the full route, charge or test communication and timing equipment, and prepare the final shopping list.

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.