How to organise a bike orienteering tour

Start with the route, not the refreshments. Choose a theme and a start-finish location, then map and ride the course yourself before inviting anyone. Build the plan around safety checks, checkpoints, permissions and a backup route. After registrations close, assign checkpoint volunteers, confirm dietary requirements and prepare maps, bib numbers, signs and repair equipment. On the day, allow time to mark the route, brief staff and load bikes and materials before participants 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
Set route and theme
2 people
2
Reserve start and finish location
3
Map out the bike route
3 people
4
Check the route for safety
2 people
5
Set an alternative route
2 people
6
Determine checkpoints
2 people
7
Arrange permits and notifications
8
Check insurance coverage
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Send participant information
13
Assign volunteers
2 people
14
Staff the checkpoints
15
Order catering
16
Check the bike repair kit
17
Check first aid supplies
18
Print route maps
2 people
19
Print participant lists
20
Prepare route signs
3 people
21
Sort bib numbers
2 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Set out route arrows
2 people
25
Load bikes and materials
3 people

Event

26
Clear the start area
3 people
27
Mark route
4 people
28
Set up checkpoints
4 people
29
Build party tents
4 people
30
Set up tables and chairs
4 people
31
Set up registration desk
2 people
32
Set up the catering buffet
3 people
33
Test sound system
2 people
34
Give the safety briefing
2 people
35
Send volunteers to their stations
2 people
36
Receive participants
4 people
37
Hand out race numbers
3 people
38
Carry out bike checks
2 people
39
Give route instructions
2 people
40
Get participants started
3 people
41
Staff the checkpoints
4 people
42
Refill drinks
2 people
43
Serve coffee and tea
2 people
44
Restock snacks and sandwiches
2 people
45
Register incoming participants
3 people
46
Collect route maps
2 people
47
Provide roadside assistance
2 people
48
Check participants back in safely
2 people
49
Handle prize ceremony
2 people
50
Turn on evening lighting
51
Receive the last participants
2 people

Aftercare

52
Remove route arrows
4 people
53
Take down checkpoints
4 people
54
Clean up catering
3 people
55
Wash dishes
2 people
56
Collect waste
3 people
57
Clear tables and chairs
4 people
58
Take down party tents
4 people
59
Clean the start area
3 people
60
Reload materials
3 people
61
Return borrowed materials
2 people
62
Process lost and found items
63
Send thank-you message to participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Waste binsqty 6

Sports equipment

Route bikesqty 2
Bike pumpsqty 4
Bike repair kitsqty 3
Spare inner tubesqty 12
Bike helmetsqty 6
Safety vestsqty 12
Compassesqty 30
Route mapsqty 70
Checkpoint stampsqty 6
Bib numbersqty 70
Route ribbonsqty 10
Conesqty 30
Route arrowsqty 80
Reflective markingsqty 50
Clipboardsqty 8
Stopwatchesqty 6

Equipment

Walkie-talkiesqty 8
Megaphone
Speakerqty 2
Extension cordsqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 3
Cleaning clothsqty 12
Broom setsqty 2
First aid kitsqty 2

Decorations

Start flagsqty 2
Prize trophiesqty 3

Catering

Groceries

Tips

Ride the full route before publishing it, including the alternative route. Check crossings, narrow sections, surface quality and mobile coverage, and record the location of every checkpoint.
Set a firm registration deadline at least 7 days before the tour. Use the final list to prepare bib numbers, route maps, participant information and any food requirements.
Give each checkpoint a named volunteer and a communication method. A practical setup is one person at each checkpoint, with walkie-talkies for the coordinator and staff covering separate parts of the route.
Prepare one repair point for basic problems: check pumps, repair kits and spare inner tubes before loading them. Keep first aid supplies with a clearly identified coordinator rather than leaving them at the finish.
Mark the course shortly before the start, not the night before. Put out route arrows, ribbons, cones or reflective markings after the final safety check, then photograph key turns so staff can reset signs if they are moved.

Frequently asked questions

How far in advance should I organise a bike orienteering tour?: Begin route planning and location reservations at least 6 to 8 weeks before the tour. Finish permits, insurance checks and participant information before registrations open, then use the final 7 days for staffing and equipment checks.
How many checkpoints should a bike orienteering tour have?: Plan roughly 1 checkpoint every 5 to 8 kilometres, depending on the route and riding level. Give each checkpoint a clear location, a stamp or other confirmation method, and a named volunteer.
When should I send the participant information?: Send the main information 7 to 10 days before the event, once the route and start-finish arrangements are confirmed. Include the start time, meeting point, route expectations, equipment guidance, contact details and the registration deadline for changes.
What equipment do I need for a bike orienteering tour?: Prepare route maps, bib numbers, arrows or ribbons, checkpoint materials, safety vests, helmets, pumps, repair kits and spare inner tubes. Also check first aid supplies and communication equipment at least 2 days before loading everything.

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.