How to organise a bike marathon

A bike marathon needs more than a marked route and a start line. Begin by fixing the route, securing permits and booking separate start and finish locations before opening registration. Then build the volunteer plan, share safety information and prepare participant packs. In the final week, inspect the route, check the weather, test bikes and tools, and set up signs, cones, tents and communication equipment in a clear order.

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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
Finalize the route
2 people
2
Apply for route permit
3
Reserve starting location
4
Reserve the finish location
5
Recruit volunteers
2 people
6
Send invitations
2 people
7
Open the registration form
8
Share route and safety plan
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Send participant information
13
Check the weather forecast
14
Inspect the start and finish locations
2 people
15
Check the route again
2 people
16
Do the shopping
2 people
17
Assemble starter packs
3 people
18
Check bikes and tools
2 people
19
Lay out route signs
2 people
20
Distribute clothing and vests
2 people

Event

21
Mark off the starting area
4 people
22
Cord off the finish area
4 people
23
Put up route signs
4 people
24
Place traffic cones
3 people
25
Set up tents
4 people
26
Set up tables and chairs
4 people
27
Set up registration desk
2 people
28
Connect the sound system
2 people
29
Install lighting
2 people
30
Set up a bike repair point
2 people
31
Prepare first aid supplies
2 people
32
Chill drinks
3 people
33
Prepare coffee and tea
2 people
34
Set out lunch and snacks
3 people
35
Brief volunteers
2 people
36
Register participants
4 people
37
Hand out starter packs
3 people
38
Check bikes and helmets
3 people
39
Give the opening briefing
2 people
40
Get cyclists started safely
4 people
41
Staff route checkpoint
4 people
42
Staff the supply station
4 people
43
Refill drinks
3 people
44
Restock snacks
3 people
45
Carry out bicycle repairs
2 people
46
Provide first aid
2 people
47
Register finishers
3 people
48
Receive finishers
3 people
49
Serve the finisher meal
4 people
50
Serve coffee and tea
2 people
51
Guide the last cyclists
2 people
52
Announce the closing

Aftercare

53
Remove route signs
4 people
54
Dismantle the start and finish area
5 people
55
Collect waste
4 people
56
Wash dishes
3 people
57
Clean the venue
4 people
58
Inventory materials
2 people
59
Return borrowed materials
2 people
60
Check route for damage
2 people
61
Store leftover food
2 people
62
Take waste to the collection point
2 people
63
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 20
Benchesqty 4

Sports equipment

Route signsqty 35
Directional signsqty 25
Traffic conesqty 40
Bib numbersqty 120
Wristbandsqty 120
Medal ribbonsqty 120
Bike pumpsqty 3
Bike repair standsqty 2
Tool setsqty 2
Spare inner tubesqty 20
Tire leversqty 6
Bike locksqty 4
Chain oilqty 3

Equipment

Portable speakersqty 2
Megaphonesqty 2
Walkie-talkiesqty 8
Stopwatchesqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Label printer
Laptop

Tableware

Reusable cupsqty 150
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 60
Serving traysqty 8

Catering

Coolersqty 6
Water dispensersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Soup kettlesqty 2
Groceries

Decorations

Start banner
Finish banner
Flagsqty 20

Lighting

Work lightsqty 6
Headlampsqty 8

Safety

First aid kitsqty 3
Safety vestsqty 20
Flashlightsqty 6
Fire extinguishersqty 2

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Dustpan and brushqty 3
Waste binsqty 8

Tips

Finalise the route before you publish the registration form. Apply for the route permit early, then share the route and safety plan with participants once the course is confirmed.
Treat the start and finish as two separate work areas. Reserve both locations, mark the start, cordon off the finish and plan tables, seating, tents and power access for each site.
Set a volunteer deadline instead of waiting for people to offer help. Assign roles before event week and give each person a vest, a clear position and a way to communicate, such as a walkie-talkie.
Prepare participant information and starter packs after registrations close. Include bib numbers or wristbands, route details and any collected dietary requirements, and keep a printed backup list at the start.
Inspect the route twice: once before the final setup and again on event morning. Put out route signs and traffic cones only after the last check, and keep pumps, repair stands, tools, spare inner tubes and tire levers at the support point.

Frequently asked questions

How far in advance should I organise a bike marathon?: Start planning at least 8 to 12 weeks ahead. Secure the route permit and start and finish locations first, because registration and participant communication depend on those decisions.
When should I open registration for a bike marathon?: Open registration after the route, permit and key locations are confirmed, usually 6 to 8 weeks before the event. Close it early enough to process registrations, collect dietary requirements and assemble starter packs.
How many volunteers do I need for a bike marathon?: Plan volunteers by position rather than using one total: start, finish, route points, registration, bike support and communications all need coverage. Confirm assignments at least 7 days before the event so gaps can still be filled.
When should I put up bike marathon route signs?: Check the route once before event day and again on the morning itself. Put up signs and traffic cones after the final inspection, early enough to complete the course before participants arrive.

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.