How to organise a cycling holiday without last-minute problems

Start your cycling holiday plan with the people, dates and route, not with packing. Once you know who is riding and how many stages you want, reserve overnight stays and arrange transport for bikes and luggage. Leave time for a technical bike check, route downloads and a proper departure check. The details that cause the most trouble are usually dietary requirements, luggage limits, missing chargers and documents that are only available online.

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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
Invite travel companions
2
Process registrations
3
Collect dietary requirements
4
Record travel dates
2 people
5
Determine route and stages
2 people
6
Reserve overnight stays
7
Reserve bike transport
8
Reserve baggage transport
9
Book train tickets
10
Download route files
11
Check the weather forecast
12
Have bicycles technically inspected
4 people
13
Test the brakes and lights
4 people
14
Inflate the tires
2 people
15
Distribute luggage per person
2 people
16
Pack clothes and rainwear
4 people
17
Do the first grocery run
2 people
18
Pack bicycle bags
4 people
19
Save documents offline
20
Charge phones and batteries
4 people

Event

21
Perform departure check
2 people
22
Load the bikes safely
2 people
23
Travel to the starting point
4 people
24
Ride the first stage of the route
4 people
25
Check in at the overnight stay
26
Park and lock up bicycles
2 people
27
Prepare evening meal
2 people
28
Review the day route
29
Prepare breakfast
2 people
30
Assemble lunch packs
2 people
31
Carry out bike checks
2 people
32
Cycling distance and breaks
4 people
33
Restock drinks and snacks
2 people
34
Check in for second night's stay
35
Repair bicycle breakdowns immediately
2 people
36
Prepare evening meal
2 people
37
Hang clothes to dry
38
Charge bikes and batteries
2 people
39
Repeat the morning routine
2 people
40
Ride the next stage
4 people
41
Arrange the lunch break
2 people
42
Perform daily bike inspection
2 people
43
Leave the accommodation clean
4 people
44
Cycle the final stage
4 people
45
Prepare for the return trip
2 people
46
Load bicycles back on
2 people
47
Travel back home
4 people

Aftercare

48
Unload the bikes
2 people
49
Empty the bike bags
4 people
50
Clean bicycles
2 people
51
Check bicycle parts
2 people
52
Return rented items
53
Wash and dry laundry
2 people
54
Clear away leftover groceries
55
Replenish used materials

What to bring

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

Sports equipment

Tour bikesqty 4
Bike bagsqty 4
Bike helmetsqty 4
Bike locksqty 4
Spare inner tubesqty 8
Hand pumpsqty 2
Multi-toolsqty 2
Tire leversqty 4
Chain oil
Reflective vestsqty 4
Bicycle lightsqty 4
Water bottlesqty 8
Bike computersqty 4
Saddle bagsqty 4
Repair patchesqty 2
Elastic bandsqty 8

Safety

First aid kit
Emergency blanketsqty 4

Luggage

Waterproof bagsqty 4
Garment bagsqty 8
Travel document foldersqty 4

Equipment

Smartphonesqty 4
Power banksqty 4
USB chargersqty 4
Power stripqty 2
Navigation holderqty 2

Kitchen

Coolersqty 2
Reusable cupsqty 8
Reusable platesqty 8
Cutlery setsqty 8
Pocket knivesqty 2
Cutting boardsqty 2
Pot set
Gas burnersqty 2
Gas canistersqty 6
Thermos bottlesqty 2

Cleaning

Dish brush
Microfiber clothsqty 4
Laundry bagsqty 4

Catering

Groceries

Tips

Set the route and stages before booking accommodation. Allow time for daily climbs, breaks and weather changes, and keep the first stage manageable after travelling to the starting point.
Collect registrations, travel dates and dietary requirements at least four weeks before departure. Use the final list to divide luggage and plan the first grocery run instead of guessing what each rider needs.
Arrange bike transport, baggage transport and train tickets as one travel plan. Check the operator’s bike rules and luggage limits before paying, because a normal passenger ticket may not cover a bicycle.
Have every bicycle technically inspected about one week before leaving. Test brakes and lights, inflate the tyres, and pack spare inner tubes, tyre levers, a hand pump and multi-tools where they can be reached during a ride.
Download route files and save travel documents offline 24 hours before departure. Charge phones, bike computers and power banks overnight, then use a departure check to confirm helmets, locks, lights, water bottles and rainwear are loaded.

Frequently asked questions

How far in advance should I plan a cycling holiday?: Start collecting riders and travel dates at least 8 to 12 weeks before departure. Reserve overnight stays, bike transport and train tickets as soon as the route and stages are agreed, especially for a group.
How many kilometres should we cycle per day on a cycling holiday?: Plan roughly 50 to 80 kilometres per day for a mixed group, then adjust for hills, luggage and surface. Keep the first stage shorter if you travel to the start on the same day.
When should I service my bike before a cycling holiday?: Arrange a technical inspection about one week before departure, not the night before. This leaves time to replace worn parts, test the brakes and lights, and take a short test ride.
How do I pack luggage for a multi-day cycling holiday?: Divide luggage by person and keep daily essentials in bike bags or saddle bags. Pack rainwear, documents and repair equipment where they are accessible, and finish the luggage check at least 24 hours before leaving.

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.