How to organise a car-free bike ride

A car-free bike ride needs more than a route and a group of riders. Start by fixing the date, recording the route and checking which permits and traffic plans are required. Then secure the start and finish locations, arrange traffic controllers and roadside assistance, and open registration early enough to process numbers and dietary requirements. In the final week, confirm the forecast, communicate any route changes, check bikes and equipment, and give every volunteer a clear post and pack.

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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 date
2 people
2
Apply for a permit
3
Submit traffic plan
4
Check the route
2 people
5
Reserve starting location
6
Reserve final venue
7
Reserve traffic controllers
8
Reserve bicycle roadside assistance
9
Send invitations
2 people
10
Publish registration form
11
Publish route map
12
Process registrations
2 people
13
Collect dietary requirements
14
Assign volunteers
2 people
15
Assign traffic posts
2 people
16
Assemble bike groups
2 people
17
Check the weather forecast
18
Send participant information
19
Communicate route changes
20
Do the shopping
3 people
21
Check materials
3 people
22
Check bikes for roadside assistance
2 people
23
Charge batteries
2 people
24
Sort wristbands
2 people
25
Prepare volunteer packs
2 people
26
Prepare route signs
2 people

Event

27
Mark off the start zone
6 people
28
Mark off the finish area
4 people
29
Set up party tents
6 people
30
Set up tables and chairs
5 people
31
Set up registration desk
2 people
32
Set up roadside assistance point
2 people
33
Set up the first aid station
2 people
34
Put up route signs
6 people
35
Set up traffic barriers
6 people
36
Brief traffic controllers
2 people
37
Brief volunteers
2 people
38
Make coffee and tea
2 people
39
Chill drinks
2 people
40
Set out snacks
3 people
41
Staff registration desk
3 people
42
Register participants
4 people
43
Hand out wristbands
2 people
44
Check bike lights
2 people
45
Give starting instructions
2 people
46
Send off cycling groups
5 people
47
Staff traffic control points
10 people
48
Check route arrows
3 people
49
Guide the rear rider
2 people
50
Provide roadside assistance
3 people
51
Handle first aid requests
2 people
52
Staff water stations
4 people
53
Refill drinks
2 people
54
Serve snacks
3 people
55
Play music
56
Welcome arriving cyclists
3 people
57
Register arrival
2 people
58
Check wristbands
2 people
59
Supervise the bike parking area
2 people
60
Make the closing announcement
61
Dismantle traffic posts
6 people
62
Remove route signs
4 people
63
Clear the bike parking area
2 people

Aftercare

64
Wash dishes
3 people
65
Collect waste
4 people
66
Clear tables and chairs
5 people
67
Take down party tents
6 people
68
Clean the venue
4 people
69
Sort materials
3 people
70
Return borrowed materials
2 people
71
Return traffic materials
2 people
72
Store leftover groceries
2 people
73
Thank participants
74
Register lost and found items
75
Report permit closure

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Beer tablesqty 4
Bicycle racksqty 12
Waste binsqty 8

Traffic equipment

Traffic barriersqty 24
Traffic conesqty 40
Barrier tapeqty 6
Route arrowsqty 35
Warning signsqty 12
Start sign
Finish sign
Reflective vestsqty 30
Flashlightsqty 12
Traffic marshal signsqty 10

Sports equipment

Roadside assistance bikesqty 2
Bike pumpsqty 4
Tool setsqty 4
Spare inner tubesqty 20
Tire leversqty 8
Bicycle standsqty 4
Bicycle light setsqty 20
Ratchet strapsqty 8

Equipment

Walkie-talkiesqty 12
Charging stationsqty 3
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone
Power banksqty 6

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 8

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Coffee cupsqty 100
Water jugsqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Pliersqty 6
Pouring jugsqty 8

Catering

Groceries
Drink cratesqty 12
Water dispensersqty 4
Serving bowlsqty 12
Bread basketsqty 8
Ice packsqty 30
Lemonade tapsqty 3
Coffee filtersqty 200
Tea boxesqty 8

Registration

Registration tableclothsqty 2
Clipboardsqty 8
Registration foldersqty 6
Pen holdersqty 4
Route mapsqty 250
Participant listsqty 12
Volunteer badgesqty 30

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Nitrile glovesqty 100
Cold packsqty 12
Thermal blanketsqty 4

Decorations

Buntingqty 8
Starting ribbon
Balloonsqty 100
Arrow bannersqty 6

Cleaning

Litter pickersqty 4
Broom setsqty 3
Trash binsqty 6
Bucketsqty 6
Mop setsqty 3
Microfiber clothsqty 20

Tips

Begin with the route and date, then check the route in person before submitting the permit and traffic plan. A route change after registration can affect signs, traffic posts and participant information.
Reserve the start and finish locations before publishing invitations. Allow at least two weeks to confirm access, bicycle racks, tables, power and the space needed for groups to gather safely.
Set registration deadlines instead of collecting names informally. Close registration several days before the ride so you can assemble bike groups, assign volunteers and follow up on dietary requirements.
Give each traffic post a precise location, shift time and contact method. Prepare reflective vests, marshal signs, walkie-talkies and route markers together rather than distributing them on the morning itself.
Treat roadside assistance as a separate workstream. Check the assistance bikes, pumps, tool sets, spare inner tubes and tire levers, and charge batteries and communication equipment at least one day before departure.

Frequently asked questions

How far in advance should I plan a car-free bike ride?: Start planning at least 8 to 12 weeks ahead. This gives you time to confirm the route, apply for permits, submit the traffic plan and reserve traffic controllers and roadside assistance.
When should I open registration for a car-free bike ride?: Open registration once the route, date and main locations are confirmed, usually 4 to 6 weeks before the ride. Close it several days beforehand so groups, volunteers and food requirements can be organised accurately.
How many traffic controllers do I need for a bike ride?: Plan one trained controller for every traffic post shown in your traffic plan, plus at least 10% reserve capacity for illness or late changes. The exact number depends on junctions, crossings and the approved route.
What should I do if the weather changes the bike route?: Check the forecast 48 hours before the ride and make the final route decision no later than the day before. Communicate any change through the registration contact list, publish the updated route map and brief every volunteer before the start.

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