How to organise a company bike ride

A company bike ride runs smoothly when the route, riders and evening plans are fixed in that order. Start by setting the date and participant limit, then choose a route with realistic rest points and a fallback option. Before invitations go out, confirm the start and finish location, dinner capacity and bike availability. In the final week, group riders by pace, share the route file and check the forecast. On the day, make the start table easy to find and keep bikes, helmets, batteries and participant packs together.

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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
Set the date and number of participants
2 people
2
Select Cycling Route
2 people
3
Lead the bike route
2 people
4
Identify rest points along the route
2 people
5
Set an alternative route
2 people
6
Confirm start and finish location
7
Confirm dinner reservation
8
Check bike reservations
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Ask about bike fit and condition
13
Create the participant list
14
Divide groups and cycling guides
2 people
15
Share route file
16
Send participant information
17
Check the weather forecast
18
Confirm dinner final
19
Do the shopping
2 people
20
Check bikes and helmets
2 people
21
Charge the batteries of rental bikes
22
Prepare route signs
2 people
23
Assemble participant packs
2 people

Event

24
Set up the start table
2 people
25
Build party tents
4 people
26
Set up tables and chairs
3 people
27
Hang decorations
2 people
28
Set up the bicycle parking
2 people
29
Place route signs along the route
3 people
30
Prepare the rest area
2 people
31
Fill coolers
2 people
32
Prepare coffee and tea
2 people
33
Display snacks
2 people
34
Staff the registration desk
2 people
35
Hand Out Bikes
2 people
36
Hand out helmets and vests
2 people
37
Give safety instructions
2 people
38
Let groups depart
4 people
39
Tracking Laggards
2 people
40
Staff the rest area
2 people
41
Refill drinks
2 people
42
Keep roadside assistance available
2 people
43
Collect route signs
3 people
44
Register arrivals
2 people
45
Take back the bicycles
2 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Set up the dinner buffet
3 people
49
Serve dinner
4 people
50
Serve diet meals
2 people
51
Serve coffee and tea
2 people
52
Arrange farewell and thank-you

Aftercare

53
Collect waste
3 people
54
Wash dishes
3 people
55
Clear tables and chairs
4 people
56
Take down party tents
4 people
57
Clean the venue
3 people
58
Return bicycles and helmets
2 people
59
Return borrowed materials
2 people
60
Handle deposits and lost property
61
Send thank-you message to participants

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Folding chairsqty 50
Buffet tablesqty 3
High tablesqty 4
Bicycle racksqty 6
Tableclothsqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 100
Coffee cupsqty 50
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 12
Serving tongsqty 8
Coolersqty 6
Ice packsqty 24

Equipment

Portable speakersqty 2
Microphone
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Clipboardsqty 4
Pensqty 30

Sports equipment

Bikesqty 45
Bike helmetsqty 45
Reflective vestsqty 12
Bike pumpsqty 4
Spare inner tubesqty 12
Tire leversqty 8
Bike multi-toolsqty 4
Bicycle light setsqty 8
Route card holdersqty 6
Bottle holdersqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6
Traffic conesqty 12

Decorations

Buntingqty 6
Balloonsqty 50
Route arrowsqty 30
Chalkboardsqty 4
Name badgesqty 50
Markersqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Choose a route that fits the least experienced rider, not just the fastest group. Mark at least two rest points and prepare one alternative route in case of roadworks, heat or heavy rain.
Set a registration deadline at least 10 days before the ride. Use the final participant list to confirm dietary requirements, bike fit, bike condition and the number of rental bikes needed.
Divide riders into groups of roughly 6 to 10 people and assign one cycling guide to each group. Send the route file and practical information no later than 3 days before departure.
Check every bike and helmet before participants arrive, and charge rental-bike batteries the day before. Keep a few power banks available for phones used for navigation or emergency calls.
Confirm the dinner booking twice: once when registrations close and again 24 hours before the ride. Allow enough space for bicycle racks, a start table, rest-area supplies and covered seating if the weather changes.

Frequently asked questions

How far in advance should I plan a company bike ride?: Start planning at least 6 weeks before the ride. Fix the date, route, locations and dinner capacity first; send invitations once those four points are reasonably secure.
How many people should be in one company cycling group?: Aim for 6 to 10 riders per group, including one guide. Smaller groups are easier to keep together at junctions and make it simpler to respond to different cycling speeds.
When should I send the route and participant information?: Send both at least 3 days before the ride, after registrations and group assignments are complete. Include the start time, meeting point, route file, rest points, dinner details and what riders should bring.
When should I check the weather for a company bike ride?: Check the forecast 7 days before the ride for an early warning, then check again 24 hours beforehand. Use the final check to decide whether the alternative route, tents or other weather arrangements are needed.

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.