How to organise a cycling course from start to finish

Start by fixing the course date and reserving a practice venue, then build the plan around safety and participant numbers. Check the route, mark safe practice zones and decide which exercises fit the available space. While registrations come in, collect emergency contacts and dietary requirements, inspect loan bikes and check helmets. In the final week, confirm the weather, remind participants and prepare transport, setup and refreshments so the course can start on time.

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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
Confirm course date
2
Reserve a practice venue
3
Check cycling route
4
Define safe practice zones
2 people
5
Create participant list
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Collect emergency contacts
10
Inventory loaner bikes
11
Check bikes technically
2 people
12
Check helmets
13
Prepare traffic rules
14
Plan exercises and route
2 people
15
Check the weather forecast
16
Remind participants
17
Do the shopping
2 people
18
Bring bikes to the venue
2 people
19
Bring materials to the venue
2 people
20
Inspect the practice field
2 people
21
Set up tables and chairs
2 people
22
Set up the reception table
23
Set out the traffic course
2 people
24
Set out bikes and helmets
2 people
25
Chill drinks
26
Prepare coffee and tea

Event

27
Register attendance
2 people
28
Check emergency contacts
29
Hand out bikes and helmets
2 people
30
Check bicycle settings
2 people
31
Give safety instructions
2 people
32
Explain traffic rules
33
Practice balance and braking
2 people
34
Practice turns and hand signals
2 people
35
Serve break drinks
2 people
36
Refill drinks
37
Guide the traffic course
3 people
38
Guide the bike route
3 people
39
Incident reporting
40
Administer the final test
2 people
41
Hand out certificates
42
Serve dinner
2 people
43
Refill drinks
44
Take back loaner bikes
2 people
45
Collect helmets and vests
46
Check out participants

Aftercare

47
Dismantle the course
2 people
48
Clear tables and chairs
2 people
49
Clean bicycles
2 people
50
Wash dishes
2 people
51
Collect waste
52
Clean the venue
2 people
53
Return materials
2 people
54
Return borrowed materials
55
Send participants' photos
56
Send certificates digitally afterward

What to bring

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

Sports equipment

Bikesqty 6
Bike helmetsqty 24
Reflective vestsqty 24
Bike pumpsqty 3
Repair kitsqty 3
Spare inner tubesqty 8
Traffic conesqty 24
Practice sticksqty 12
Start and finish flagsqty 2
Bicycle standsqty 12
Route arrowsqty 20
Route mapsqty 24
Traffic signsqty 8

Furniture

Tablesqty 4
Chairsqty 24
Party tent

Tableware

Reusable cupsqty 30
Platesqty 24
Cutlery setsqty 24
Coffee cupsqty 24

Equipment

Kettlesqty 2
Coolersqty 3
Extension cordsqty 2
Mobile phoneqty 2

Kitchen

Thermos flasksqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving traysqty 4
Ice packsqty 12

Safety

First aid kit
Emergency blanketqty 2
Flashlightsqty 3
Whistlesqty 4

Office

Attendance listsqty 4
Pensqty 12
Name stickersqty 24
Certificatesqty 24
Clipboardsqty 4
Route formsqty 24

Cleaning

Waste binsqty 3
Spongesqty 4
Dish brushesqty 2
Litter pickersqty 2

Catering

Groceries

Tips

Check the cycling route before inviting people, not after: identify crossings, narrow sections and places where groups can stop safely. Mark separate practice zones for basic handling, traffic rules and route exercises.
Close registrations early enough to check every participant’s emergency contact and dietary requirements. A final list also tells you how many loan bikes, helmets, drinks and seats you need.
Inspect loan bikes and helmets several days before the course. Test brakes, tyres and pumps, and keep repair kits and spare inner tubes at the venue rather than leaving a technical problem until the first exercise.
Prepare the traffic course in a fixed order: place cones, practice sticks, signs and start and finish flags before setting out bikes and helmets. Walk through the course once so arrows and route maps match the actual direction.
Treat the last hour before arrival as setup time, not preparation time. Bring bikes and materials first, inspect the practice field, then arrange reception, tables, chairs, drinks and chilled refreshments while keeping the first aid kit easy to reach.

Frequently asked questions

How far in advance should I organise a cycling course?: Confirm the date and practice venue at least 4 to 6 weeks ahead. Send invitations once the route, safe practice zones and participant capacity are clear, then close registrations early enough to inspect equipment and prepare the final list.
How many spare bikes and helmets do I need for a cycling course?: First count registered participants who need loan equipment, then add a small backup if your inventory allows it. Check every bike and helmet several days before the course; do not wait until setup to discover missing or unsafe equipment.
When should I check the cycling route and weather forecast?: Check the route during the planning stage and review it again shortly before the course for access or safety changes. Check the weather forecast 24 to 48 hours before the event, then remind participants about clothing or schedule changes.
What should I do on the morning of a cycling course?: Allow at least 60 minutes before participant arrival for transport and setup. Inspect the practice field, lay out the traffic course, position bikes and helmets, set up reception and seating, and make sure the first aid kit, repair kits and emergency contacts are accessible.

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.