How to organise a bike puzzle rally

A bike puzzle rally works best when the route, puzzles and checkpoint handover are designed as one system. Start by securing a suitable start and finish location, then plan and test the cycling route before inviting anyone. Build in time for traffic checks, team registration, dietary details and checkpoint staffing. On the day, participants need clear maps, visible signs, working bike tools and a start desk that keeps teams moving.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve starting location
2
Plan a cycling route
2 people
3
Test ride the bike route
2 people
4
Check the route and traffic points
2 people
5
Develop puzzle tasks
2 people
6
Record checkpoint locations
2 people
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Arrange checkpoint staff
11
Divide participants into teams
12
Print route maps and forms
13
Assemble puzzles and envelopes
2 people
14
Make route arrows and checkpoint signs
2 people
15
Check bicycle tools
16
Purchase catering
2 people
17
Collect materials
2 people
18
Check the weather forecast
19
Send participant information
20
Chill drinks
2 people
21
Prepare snacks and sandwiches
3 people
22
Set up tables and chairs
3 people
23
Build party tents
4 people
24
Set up the start and finish desk
2 people
25
Set out checkpoint materials
3 people
26
Hang route arrows
3 people
27
Hang decorations
2 people
28
Brief volunteers
2 people

Event

29
Register participants
3 people
30
Check bikes and lighting
2 people
31
Give the start briefing
2 people
32
Have teams start in phases
3 people
33
Staff checkpoints
6 people
34
Check route signs en route
2 people
35
Provide roadside assistance to participants
2 people
36
Restock drinks and snacks
2 people
37
Register finishers
3 people
38
Check answers
3 people
39
Announce the winners
40
Check out the last participants
2 people

Aftercare

41
Remove directional arrows and signs
3 people
42
Clear away materials and bike parking
4 people
43
Wash dishes
2 people
44
Collect and sort waste
2 people
45
Clean the venue
3 people
46
Store materials clean and dry
2 people
47
Return borrowed materials
2 people
48
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Beer tablesqty 4

Tableware

Reusable cupsqty 80
Coffee mugsqty 50
Platesqty 70
Cutlery setsqty 70

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving plattersqty 8
Serving traysqty 6

Equipment

Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

LED string lightsqty 4
Rechargeable work lightsqty 4

Decorations

Buntingqty 6
Start-finish banner

Sports equipment

Route arrowsqty 50
Checkpoint signsqty 8
Traffic conesqty 20
Bike pumpsqty 3
Bike tool kitsqty 3
Tire leversqty 6
Spare inner tubesqty 10
Tape kitsqty 4
Bicycle light setsqty 20

Paperwork

Route mapsqty 70
Answer formsqty 70
Clipboardsqty 12
Ballpoint pensqty 80
Waterproof document sleevesqty 70
Envelopesqty 12
Participant stickersqty 80

Safety

Reflective vestsqty 12
First aid kitsqty 2
Flashlightsqty 6

Cleaning

Waste binsqty 6
Dishpanqty 2
Bucketsqty 2
Broom and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Test the full cycling route before printing anything. Check every traffic crossing, narrow section and checkpoint approach, then record the final checkpoint locations on the route maps.
Set a registration deadline at least 7 days before the rally. Use the final list to divide participants into teams, collect dietary requirements and prepare the right number of puzzle envelopes and forms.
Give each checkpoint a named staff member, a sign and a complete materials pack. Pack route arrows, checkpoint signs, tape and puzzle materials separately so volunteers are not searching during the rally.
Check bikes and support equipment before participants arrive. Have pumps, bike tool kits, tire levers, spare inner tubes and bicycle light sets ready at the start or with a support person.
Finish the operational setup before riders arrive: put up the start-finish banner, set out maps and forms, chill drinks and prepare snacks and sandwiches. Check the weather forecast the day before and allow extra time for tents, tables and lighting if needed.

Frequently asked questions

How far in advance should I organise a bike puzzle rally?: Start planning at least 6 weeks ahead. Reserve the location and develop the route first; send invitations around 3 to 4 weeks before the event and close registrations about 7 days before it.
How do you plan a safe bike puzzle rally route?: Create the route, ride it yourself and then inspect traffic points on a second check. Do this at least 2 weeks before the rally, leaving time to change unsafe sections and reprint maps or route arrows.
How many checkpoint staff do I need for a bike puzzle rally?: Plan for at least 1 staff member per active checkpoint, plus 1 person at the start-finish desk. Add a route support person if checkpoints are spread out or the route has several difficult traffic points.
What should I prepare for bike problems during the rally?: Prepare at least 1 pump, 1 bike tool kit, 1 set of tire levers and spare inner tubes before the start. Keep tape kits and bicycle light sets available as well, especially if the rally may run into low light.

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.