How to organise a bike ride without missing the details

Organising a bike ride starts with the route, not the refreshments. Reserve the starting location, check whether you need a permit, and ride the route yourself before opening registration. Once you know the distance, terrain and rest stops, set a participant limit and assign volunteers to specific jobs. The final week is for confirming riders, checking bikes and equipment, printing maps, preparing signs and planning food for the start and rest points.

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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
Reserve starting location
2
Determine cycling route
2 people
3
Scout the route in advance
2 people
4
Check route permit
5
Mark Rest Stops
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Update participant list
10
Design route map
11
Have the route map printed
12
Assign volunteers
2 people
13
Brief chaperones
2 people
14
Check the weather forecast
15
Inform participants
16
Do the shopping
2 people
17
Check bikes and equipment
2 people
18
Make arrows and route signs
2 people
19
Assemble starter kit
2 people
20
Fill coolers
2 people
21
Prepare coffee and tea
2 people
22
Prepare soup and bread
3 people
23
Set up tables and chairs
3 people
24
Build party tents
4 people
25
Set up the registration table
2 people
26
Place route arrows
4 people
27
Set up a rest area
3 people
28
Prepare safety equipment
2 people

Event

29
Receive participants
3 people
30
Register attendance
2 people
31
Hand out starter packs
2 people
32
Check bikes and helmets
2 people
33
Give welcome speech
34
Give safety instructions
35
Let groups depart
3 people
36
Lead the front group
2 people
37
Guide the rear group
2 people
38
Check route arrows
2 people
39
Staff the rest area
3 people
40
Refill drinks
2 people
41
Assist with bike repairs
2 people
42
Register emergencies
43
Check out recurring participants
2 people
44
Store bicycles safely
2 people
45
Serve soup and bread
3 people
46
Serve coffee and tea
2 people
47
Refill drinks
2 people
48
Collect waste
2 people
49
See off the last participants
2 people

Aftercare

50
Remove route arrows
3 people
51
Take down the rest stop
3 people
52
Wash dishes
3 people
53
Clear tables and chairs
3 people
54
Take down party tents
4 people
55
Clean the venue
3 people
56
Return materials
2 people
57
Collect lost and found items
58
Dispose of waste
2 people
59
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Waste binsqty 4

Sports equipment

Bicycle Racksqty 6
Spare bicyclesqty 2
Spare helmetsqty 10
Bike pumpsqty 3
Repair standsqty 2
Bike repair kitsqty 3
Spare inner tubesqty 12
Ratchet strapsqty 8

Safety

First aid kitsqty 2
Safety vestsqty 12
Traffic conesqty 12
Flashlightsqty 6
Mobile phonesqty 3

Equipment

Extension cordsqty 3
Power stripsqty 3
Kettlesqty 2
Coffee machinesqty 2
Speakersqty 2
Microphone

Tableware

Mugsqty 70
Drinking glassesqty 70
Soup bowlsqty 60
Platesqty 60
Cutlery setsqty 70
Serving spoonsqty 6

Kitchen

Soup kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pitchersqty 6
Coolersqty 6
Thermos flasksqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Route arrowsqty 40
Route signsqty 12
Tableclothsqty 6

Organization

Clipboardsqty 4
Pensqty 20
Route mapsqty 70
Bib numbersqty 60
Wristbandsqty 60
Walkie-talkiesqty 6

Cleaning

Broomsqty 2
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2
Trash grabbersqty 2

Catering

Groceries

Tips

Scout the complete route before sending invitations. Note difficult junctions, narrow sections, toilets, phone coverage and suitable rest stops, then allow extra time for marking arrows and signs.
Set a registration deadline at least 7 days before the ride. Use the final participant list to collect dietary requirements, prepare emergency contacts and decide how many volunteers and spare bikes are needed.
Give every rest stop a clear purpose and time window. Plan water and a short break for each stop, and keep soup, bread, coffee and tea at the start or finish rather than making riders wait for a full meal on the route.
Brief volunteers no later than the day before. Give each person a route section, a mobile phone number, safety vest and instructions for what to do if a rider has a puncture, gets lost or needs first aid.
Finish the setup before riders arrive. Put up the registration table, bicycle racks, tents, tables and chairs, and place pumps, repair kits, spare inner tubes and first-aid kits where volunteers can reach them within a few minutes.

Frequently asked questions

How far in advance should I organise a bike ride?: Start planning at least 6 weeks ahead for a small ride. Reserve the starting location and check permits first, then open registration once the route has been scouted and the main safety issues are resolved.
How many rest stops should a bike ride have?: Plan one rest stop roughly every 15 to 25 kilometres, depending on the riders and route. Allow 10 to 20 minutes at each stop and check in advance that the location is accessible and safe.
When should I check the bikes and equipment?: Check shared bikes, helmets, pumps and repair equipment 2 to 3 days before the ride. Do a final tyre, brake and light check on the morning itself, before registration opens.
How many volunteers do I need for a bike ride?: For a small ride, plan at least 1 coordinator, 1 registration volunteer and 1 route or safety volunteer for every 15 to 20 riders. Add extra help for each rest stop and for riders who may need mechanical support.

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.