How to organise a bike relay from route to finish

A bike relay works when every handover is planned as carefully as the start. Begin by fixing the date, checking the route and confirming where riders change over, then handle permits, registrations and volunteer roles in that order. Before race day, inspect every exchange point, test the bikes and helmets, and prepare clear route signs. Most problems happen when traffic control, spare equipment or the final programme are arranged too late.

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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
Determine start and exchange points
2 people
3
Check permits and notifications
4
Reserve location for start
5
Arrange traffic management
6
Create a participant form
7
Send invitations
2 people
8
Process registrations
9
Assign participant groups
2 people
10
Collect dietary requirements
11
Inspect route
2 people
12
Inspect exchange points
2 people
13
Make route map
14
Draw up competition rules
2 people
15
Design race numbers
16
Assign volunteers
2 people
17
Assign traffic marshals
2 people
18
Check bikes and helmets
3 people
19
Arrange spare bikes
20
Send end time and program
21
Print permits and forms
22
Print bib numbers
23
Check the shopping list
24
Do the shopping
3 people
25
Perform a technical check on bicycles
3 people
26
Collect materials
3 people
27
Prepare route signs
2 people
28
Assemble starter packs
3 people
29
Fill coolers
2 people
30
Check the weather forecast

Event

31
Mark off the starting area
4 people
32
Put up route signs
4 people
33
Set up change points
6 people
34
Set up the start arch and finish
4 people
35
Set up tables and chairs
4 people
36
Set up the registration table
2 people
37
Test technology and timing
2 people
38
Set up the first aid and repair point
2 people
39
Set out coffee and tea
2 people
40
Receive participants
4 people
41
Hand out race numbers
3 people
42
Carry out bike checks
3 people
43
Direct teams to the starting lanes
3 people
44
Give welcome briefing
45
Guide the relay start
4 people
46
Staff exchange points
8 people
47
Staff route checkpoints
8 people
48
Record times
2 people
49
Direct participants onward
3 people
50
Refill drinks
2 people
51
Restock fruit and snacks
2 people
52
Carry out bicycle repairs
2 people
53
Provide first aid
2 people
54
Inform the audience
2 people
55
Register incoming teams at the finish
3 people
56
Guide finish moments
3 people
57
Serve the buffet and drinks
4 people
58
Check the result
2 people
59
Present prizes
2 people
60
Farewell and final announcements

Aftercare

61
Remove route signs
4 people
62
Take down exchange points
6 people
63
Clean up the start and finish area
6 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Clean materials
3 people
67
Return bicycles
2 people
68
Return borrowed materials
2 people
69
Store leftovers safely
2 people
70
Send participants the results

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
High tablesqty 4

Sports equipment

Bikesqty 12
Spare bicyclesqty 2
Bike helmetsqty 14
Bib numbersqty 120
Changeover matsqty 6
Traffic conesqty 40
Crowd control barriersqty 20
Route signsqty 35
Directional signsqty 20
Bike pumpsqty 4
Tool setsqty 3
Spare inner tubesqty 20
Bike lightsqty 20
Reflective vestsqty 20

Equipment

Stopwatchesqty 6
Walkie-talkiesqty 12
Megaphonesqty 2
Extension cordsqty 3
Power banksqty 6

Lighting

Work lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6

Decorations

Start arch
Stage signsqty 3
Tableclothsqty 8

Catering

Water jugsqty 8
Groceries

Cleaning

Waste binsqty 8
Litter pickersqty 3
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 3
First aid kitsqty 2
Fire extinguishersqty 2

Tips

Set the route and exchange points before opening registration. Riders need to know the distance, handover locations and expected finish time before they sign up.
Inspect the route twice: once for planning and again shortly before the relay. Check that signs, traffic cones and barriers can be placed where riders and spectators will actually see them.
Give each volunteer one defined role and a written location. Traffic marshals, exchange-point helpers and the start team should each have a contact method, such as a walkie-talkie.
Schedule the bicycle and helmet check before riders are assigned to groups. Test spare bicycles, pumps, tool sets and inner tubes early enough to replace missing or damaged equipment.
Send the final programme and end time several days before the event, then print permits, forms and bib numbers. Keep extra copies at the start and at every exchange point.

Frequently asked questions

How far in advance should I organise a bike relay?: Start planning at least 8 to 12 weeks before the relay. This gives you time to check permits, reserve the start location, open registrations and recruit traffic marshals.
How many exchange points does a bike relay need?: Use one exchange point for each planned rider handover, plus a clearly marked start and finish area. Inspect every point at least 2 weeks before the event and confirm that helpers can reach it safely.
When should participants receive the final bike relay information?: Send the route, group assignment, start instructions and expected finish time 3 to 5 days before the relay. Include what happens at the exchange point so riders do not arrive without knowing the handover procedure.
What should I check on the bikes before a bike relay?: Complete a technical check 1 to 2 days before the event and repeat a quick safety check on the morning itself. Check brakes, tyres, lights, helmets and adjustment points, and keep spare bicycles and repair tools ready.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.