How to organise a bike orienteering tour

A bike orienteering tour combines route finding, checkpoints and practical event logistics. Start by fixing the date and base location, then build and ride the full route before inviting participants. The route test reveals unsafe crossings, confusing directions and places where signs will not stay in place. After that, organise permits, insurance, registration, volunteers and breakdown support in parallel, so riders arrive to a clear briefing and a course that is ready to follow.

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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 the date and starting location
2 people
2
Develop the route concept
2 people
3
Check permits
4
Apply for a permit
5
Reserve the start and finish locations
6
Take out insurance
7
Pre-ride the full route
2 people
8
Adjust the route and hazard points
2 people
9
Determine checkpoints
2 people
10
Prepare puzzle tasks
2 people
11
Prepare directions
2 people
12
Create registration form
13
Send invitations
2 people
14
Process registrations
15
Collect dietary requirements
16
Approach volunteers
2 people
17
Assign volunteers
18
Record emergency contact
19
Compile emergency numbers
20
Arrange bike breakdown assistance
21
Share route file digitally
22
Print race numbers and forms
2 people
23
Prepare route signs
2 people
24
Bundle checkpoint materials
2 people
25
Check bikes and equipment
2 people
26
Check the weather forecast
27
Send final information to participants
28
Do the shopping
2 people
29
Chill drinks
2 people
30
Prepare a starter pack per participant
3 people
31
Bring materials to the venue
3 people
32
Place route signs along the route
4 people
33
Set up checkpoints
4 people
34
Mark off the starting area
2 people
35
Set up tables and chairs
3 people
36
Set up party tents
4 people
37
Set up registration desk
2 people
38
Set up the catering buffet
3 people
39
Set up first aid and breakdown post
2 people
40
Test sound system

Event

41
Welcome volunteers
2 people
42
Brief volunteers
2 people
43
Register participants
3 people
44
Hand out starter packs
2 people
45
Explain the route and safety rules
2 people
46
Send off the start groups
3 people
47
Staff the checkpoints
6 people
48
Track route and participants
2 people
49
Refill drinks
2 people
50
Serve snacks and sandwiches
3 people
51
Register finishers
2 people
52
Collect puzzle answers
2 people
53
Record bike breakdowns and incidents
54
Announce the winners
2 people
55
Receive the last participants
2 people

Aftercare

56
Remove route signs
4 people
57
Take down checkpoints
4 people
58
Clear tables and chairs
3 people
59
Take down party tents
4 people
60
Collect waste
3 people
61
Clean tableware and supplies
3 people
62
Clean the venue
3 people
63
Return materials
3 people
64
Return borrowed materials
2 people
65
Archive route file and results
66
Process lost and found items
67
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 20
Beer table setsqty 4
Waste binsqty 6

Equipment

Coolersqty 6
Extension cordsqty 3
Power stripsqty 3
Portable speakersqty 2
Megaphone

Sports equipment

Conesqty 30
Reflective vestsqty 12
Bike pumpsqty 4
Basic tool kitsqty 3
Inner tubesqty 12
Tire leversqty 12
Bike locksqty 10
Spare bicyclesqty 2
Route signsqty 45
Arrow stickersqty 100
Bib numbersqty 120
Wristbandsqty 120
Clipboard cardsqty 12
Pensqty 40
Prizesqty 6
Route card holdersqty 120

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Ice packsqty 24

Lighting

LED lampsqty 8
Flashlightsqty 8

Decorations

Tableclothsqty 8
Balloonsqty 100
Welcome sign
Route mapsqty 6

Cleaning

Reusable cleaning clothsqty 20
Bucketsqty 3
Broom setsqty 2
Hand broomsqty 3

Catering

Groceries

Tips

Ride the complete route before publishing it, not just the planned shortcuts. Record every hazard point, difficult junction and checkpoint location, then adjust the route while changes are still easy to communicate.
Set checkpoints only after the route has been tested. Prepare the puzzle tasks, directions and checkpoint materials together, and keep one complete backup set at the start or finish.
Give volunteers defined posts and timings rather than a general request for help. Assign who staffs each checkpoint, who handles registration and who responds if a rider has a mechanical problem.
Collect an emergency contact for every participant during registration, then compile emergency numbers for the event team. Arrange bike breakdown assistance before the tour; pumps, basic tool kits, inner tubes and spare bicycles do not replace a response plan.
Share the route file digitally before the event, but also prepare printed directions, route signs and arrow stickers. On the day, check that bib numbers, route card holders, pens and checkpoint cards are available before riders leave.

Frequently asked questions

How far in advance should I plan a bike orienteering tour?: Start route planning and permit checks at least 8 to 12 weeks before the tour. Aim to complete the full pre-ride and route revisions 3 to 4 weeks before invitations or final participant information are sent.
How many checkpoints should a bike orienteering tour have?: For a half-day tour, plan roughly 4 to 8 checkpoints, depending on route length and puzzle difficulty. Allow about 10 to 15 minutes per checkpoint so the course does not become a queueing exercise.
What safety arrangements do I need for a bike orienteering event?: Record one emergency contact per rider, compile local emergency numbers and check whether permits or insurance are required. Provide a clear route briefing, reflective vests for visible volunteers and a bike breakdown plan before the start.
When should I send the route file to participants?: Send the digital route file 3 to 7 days before the event, after the final route check. Keep printed directions and marked signs available on the day because phones can lose battery, signal or visibility.

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.