How to organise a Bike Ultra Ride

A Bike Ultra Ride needs more than a mapped route and a starting line. Build the plan around distance, rider safety, checkpoints, bike support and a clear communication schedule. Start by recording and testing the route, then secure locations, permits and insurance before opening registration. In the final weeks, match volunteers to checkpoints, check every rider detail and prepare the equipment needed for water, directions, repairs and emergency communication.

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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 route and distance
2 people
2
Create the route digitally
2 people
3
Check the route for safety
3 people
4
Reserve starting location
5
Reserve checkpoints
6
Apply for permits
7
Check insurance
8
Inform emergency services
9
Publish registration form
10
Send invitations
2 people
11
Process registrations
2 people
12
Check participant details
2 people
13
Collect dietary requirements
14
Assign start times
2 people
15
Send participant letter
16
Recruit volunteers
2 people
17
Assign volunteers
2 people
18
Create volunteer instructions
2 people
19
Plan checkpoints
2 people
20
Arrange Bike Service
21
Test route files
2 people
22
Check the weather forecast
23
Check material stock
2 people
24
Do the shopping
3 people
25
Sort bib numbers
2 people
26
Prepare route signs
3 people
27
Make checkpoint packs
3 people
28
Check bicycles and vehicles
2 people

Event

29
Mark the start area
3 people
30
Set up tables
3 people
31
Build party tents
4 people
32
Set up the start and finish arch
3 people
33
Put up route signs
4 people
34
Set Up Barrier Tape
2 people
35
Install lighting
2 people
36
Set up the registration table
2 people
37
Set up the catering table
3 people
38
Chill drinks
2 people
39
Make coffee and tea
2 people
40
Stock the checkpoints
4 people
41
Set out first aid supplies
2 people
42
Prepare bicycle repair supplies
2 people
43
Register participants
4 people
44
Hand out race numbers
3 people
45
Give route instructions
2 people
46
Check bike lights
2 people
47
Guide the start groups
3 people
48
Register Participants at Stations
6 people
49
Hand out water and snacks
6 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Carry out a route check
3 people
53
Support breakdowns
2 people
54
Provide first aid
2 people
55
Register finishers
3 people
56
Receive finishers
3 people
57
Hand out a medal or souvenir
2 people
58
Serve closing meal
4 people
59
Receive the last participants
3 people
60
Close finish registration
2 people

Aftercare

61
Collect route signs
4 people
62
Dismantle the start area
4 people
63
Take Down Checkpoints
4 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Clean the grounds
3 people
67
Sort leftover food
2 people
68
Inventory supplies
2 people
69
Return borrowed equipment
2 people
70
Take waste to the collection point
2 people
71
Send a thank-you gift to participants
72
Register lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 20
Party tentsqty 3
Start and finish arch
Waste binsqty 6

Tableware

Reusable drinking cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 120
Coffee cupsqty 100
Serving spoonsqty 8

Equipment

Coolersqty 8
Water jerry cansqty 12
Thermos flasksqty 6
Coffee machinesqty 3
Extension cordsqty 6
Power stripsqty 4
Walkie-talkiesqty 10
Megaphone
Power banksqty 8

Sports equipment

Conesqty 20
Route signsqty 45
Directional signsqty 30
Bib numbersqty 120
Bib holdersqty 120
Wristbandsqty 130
Medalsqty 120
Bicycle standsqty 12
Bike pumpsqty 6
Spare inner tubesqty 30
Tire leversqty 12
Bike tool kitsqty 4
Bike lightsqty 12
Reflective vestsqty 20
Rain ponchosqty 20

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Nitrile glovesqty 100
Barrier tapeqty 8
Warning Lightsqty 8
Flashlightsqty 10

Decorations

Flagsqty 20
Bannersqty 6
Tableclothsqty 8

Lighting

LED light stringsqty 6
LED lampsqty 10
Batteriesqty 40

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring cupsqty 3
Serving plattersqty 12
Ice packsqty 30

Cleaning

Trash bagsqty 60
Broomqty 3
Litter pickersqty 4
Bucketsqty 4
Spongesqty 12
Tea towelsqty 20
Hand soapqty 6
Disinfectant sprayqty 4
Dish soapqty 4

Catering

Groceries

Tips

Lock the route before publishing registration. Record the distance, check difficult sections in person and test the digital route files on the devices riders will use; late route changes create confusion at every checkpoint.
Reserve the start, finish and checkpoints early enough to confirm access, power and shelter. A practical setup usually needs tables, chairs, tents, signs, waste bins and bicycle stands at the relevant locations.
Set a registration deadline that leaves at least 7 days to check participant details, collect dietary requirements, sort bib numbers and assign start times. Send the participant letter only after those details are final.
Give each checkpoint a written plan with opening and closing times, volunteer assignments, water supplies and bike-repair equipment. Include spare inner tubes, tire levers, pumps and a way to contact the start team.
Check the weather forecast 48 hours before the ride and again on the morning itself. Keep power banks, walkie-talkies and backup route signage ready, and brief volunteers on what to do if a rider is delayed or the route becomes unsafe.

Frequently asked questions

How far in advance should I organise a Bike Ultra Ride?: Start planning at least 12 weeks before the ride if you need permits, insurance, checkpoints and volunteers. Open registration only after the route and safety checks are complete, preferably 6 to 8 weeks before the event.
How many checkpoints does a Bike Ultra Ride need?: Plan a checkpoint roughly every 40 to 60 kilometres, then adjust for terrain, weather and access to water. Confirm each location at least 6 weeks ahead and give volunteers their final instructions 7 days before the ride.
When should I send the participant letter?: Send the final participant letter 5 to 7 days before the start. Include the assigned start time, route-file instructions, checkpoint information, what riders need to bring and the contact method for event-day problems.
What bike repair equipment should I prepare?: At each planned bike-service point, provide at least one pump, tire levers and several spare inner tubes in common sizes. Check the stock 2 to 3 days before the ride and assign one person to track replacements during the event.

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