How to organise a bike relay from route to finish

A bike relay needs more than teams and bicycles: the route, handover points, volunteer roles and safety arrangements must work together. Start by fixing the date, route and relay format, then set a participant limit before opening registration. Check the full route in person, mark hazards and prepare clear directions for riders and marshals. In the final week, confirm people, deliveries and equipment, then test every bike and pack the starter materials before race day.

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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
Check permits and notifications
2 people
3
Reserve the start and exchange locations
4
Determine relay format by bike
2 people
5
Set participant limit
2 people
6
Create registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm participants
2 people
11
Assign teams and start order
2 people
12
Recruit volunteers
2 people
13
Send volunteer instructions
14
Check the entire route
2 people
15
Mark hazardous spots
2 people
16
Create route map and directions
17
Monitor the weather forecast
18
Confirm deliveries and reservations
19
Print race numbers and participant list
2 people
20
Collect medical contact details
21
Do the shopping
3 people
22
Check bikes technically
3 people
23
Collect materials
3 people
24
Fill coolers
2 people
25
Assemble starter packs
3 people
26
Prepare route signs
2 people
27
Charge phones and walkie-talkies

Event

28
Clear the starting area
4 people
29
Mark the transition zone
4 people
30
Set up tables and chairs
4 people
31
Build party tents
4 people
32
Put up route signs
4 people
33
Place cones along the route
3 people
34
Hang lighting
2 people
35
Set up the registration table
2 people
36
Chill drinks
2 people
37
Set out coffee and tea
2 people
38
Set out snacks
2 people
39
Set up the first aid and repair point
2 people
40
Check in volunteers
2 people
41
Brief volunteers by post
3 people
42
Receive participants
4 people
43
Hand out race numbers
2 people
44
Bike check for participants
2 people
45
Serve coffee and tea
2 people
46
Give the safety briefing
2 people
47
Announce starting order
48
Start the relay
3 people
49
Staffing the transition zone
4 people
50
Staff route checkpoint
6 people
51
Record split times
2 people
52
Refill drinks
2 people
53
Serve snacks
2 people
54
Empty trash bins
2 people
55
Welcome participants
3 people
56
Support breakdowns
2 people
57
Record end times
2 people
58
Check the result
2 people
59
Present prizes
2 people
60
Serve the last drinks round
2 people

Aftercare

61
Remove route signs
4 people
62
Dismantle the exchange zone
4 people
63
Take down party tents
4 people
64
Clear tables and chairs
4 people
65
Wash dishes
2 people
66
Clean the venue
4 people
67
Dispose of waste
2 people
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Store leftover groceries
2 people
71
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 4
Waste binsqty 6

Sports equipment

Spare bicyclesqty 3
Bike pumpsqty 4
Tire leversqty 8
Inner tubesqty 12
Bike locksqty 3
Chain oilqty 2
Allen key setsqty 3
Wrench setsqty 2
Bicycle standsqty 4
Traffic conesqty 30
Barrier tapeqty 6
Route arrowsqty 24
Bib numbersqty 120
Safety vestsqty 20
First aid kitsqty 2
Ice packsqty 12
Bike helmetsqty 12
Medal ribbonsqty 120
Winner's cupsqty 3

Equipment

Walkie-talkiesqty 10
Megaphonesqty 2
Laptopsqty 2
Stopwatchesqty 6
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee potsqty 4
Teapotsqty 2
Serving spoonsqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Pliersqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Team color stickersqty 120
Wayfinding signsqty 12
Prize tablecloth

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand broomsqty 4
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the participant limit before sending invitations. Base it on the number of exchange locations, available volunteers and spare bicycles, not just on the space at the start.
Walk or ride the entire route at least 7 days before the relay. Mark hazards such as poor surfaces, confusing turns and crossings, then update the route map and arrows.
Give each volunteer a written briefing at least 48 hours in advance. Include their location, shift time, radio or megaphone arrangements and what to do if a rider does not arrive.
Check every participating and spare bike 1–2 days before the event. Test brakes, tyres and chains, and keep pumps, inner tubes, tyre levers and basic tools at the exchange locations.
Prepare the start area the evening before when possible. Group bib numbers, participant lists, helmets and starter packs together, and charge walkie-talkies, laptops, stopwatches and power banks.

Frequently asked questions

How far in advance should I plan a bike relay?: Start planning at least 6–8 weeks before the relay. Use the first 2 weeks for the date, route, permissions and locations, then open registration once the format and participant limit are fixed.
How many volunteers do I need for a bike relay?: Plan for at least 1 volunteer at the start, 1 at every exchange point and 1 person responsible for route or safety issues. Add one backup volunteer for every 4–5 fixed positions so breaks and absences do not leave a location unattended.
When should I check the bike relay route?: Do a full route check 7 days before the event and a final weather and access check within 24 hours. Look again at hazards, temporary roadworks, signs and every handover point before riders set off.
What should I prepare on the day before a bike relay?: Print bib numbers and participant information, assemble starter packs, fill coolers and lay out safety equipment the day before. Also confirm deliveries and reservations, charge communication devices and keep medical contact details accessible to the event lead.

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.