How to organise a cycling show

Start by fixing the date and venue, then build the cycling show around its programme, exhibitors and demonstrations. Confirm permits, insurance and reservations before inviting visitors or opening registration. Allow time for exhibitor coordination, test-ride safety and the practical setup of bikes, tools, signage and sound equipment. A detailed floor plan and run sheet will keep demonstrations, reception and visitor movement under control on the day.

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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 date and location
2 people
2
Compile program
2 people
3
Contact exhibitors
2 people
4
Document demonstrations
2 people
5
Check permits
6
Check insurance
7
Make reservations
8
Send invitations
2 people
9
Open the registration form
10
Place promotion
2 people
11
Maintain the exhibitor list
12
Process registrations
13
Collect dietary requirements
14
Assign volunteers
2 people
15
Print the run sheet
16
Create floor plan
2 people
17
Design signage
18
Prepare name badges
2 people
19
Print price lists
20
Check the bike list
2 people
21
Inventory materials
2 people
22
Do the shopping
2 people
23
Pick up bicycles
2 people
24
Chill drinks
2 people

Event

25
Set up the reception desk
2 people
26
Set up tables and chairs
4 people
27
Set up tents
4 people
28
Set up bike racks
3 people
29
Display bikes
4 people
30
Secure demo bikes
2 people
31
Welcome exhibitors
2 people
32
Guide exhibitors to their booths
2 people
33
Connect sound equipment
2 people
34
Test microphones
2 people
35
Test the lighting
2 people
36
Set up signage
2 people
37
Build the catering buffet
3 people
38
Prepare snacks
3 people
39
Staff the registration table
2 people
40
Welcome visitors
3 people
41
Distribute program
2 people
42
Host the opening
43
Guide the bike presentation
2 people
44
Guide the technology demo
2 people
45
Moderate the interview
2 people
46
Register test drives
2 people
47
Guide test drives
3 people
48
Serve drinks
3 people
49
Refill drinks
2 people
50
Refill snacks
2 people
51
Collect tableware
2 people
52
Empty trash bins
2 people
53
Support awards ceremony
2 people
54
Present closing
55
Wave goodbye to visitors
3 people

Aftercare

56
Safely collect bikes
4 people
57
Switch off equipment
2 people
58
Clean up catering
3 people
59
Clear tables and chairs
4 people
60
Remove decorations
2 people
61
Sort waste
2 people
62
Clean the venue
4 people
63
Wash dishes
2 people
64
Return bicycles
3 people
65
Return rental items
2 people
66
Store leftover stock
2 people
67
Handle deposits and keys

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Party tentsqty 4
High tablesqty 8
Dressing tablesqty 4

Sports equipment

Bike racksqty 30
Bike carriersqty 4
Test ride helmetsqty 20
Bike locksqty 20
Conesqty 20
Crowd control barriersqty 12
Cadence and pedal frequency metersqty 4
Bike pumpsqty 4
Tire leversqty 8
Allen key setsqty 4
Bike multitoolsqty 4
Spare inner tubesqty 12
Chain oilqty 4
Work standsqty 2
Warning signsqty 8
Reflective vestsqty 12
Repair matsqty 4
Spare bike keysqty 20
Tire gaugesqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable batteriesqty 12
Laptop
Monitor screen
Coolersqty 6
Cash register
Payment terminal
Power banksqty 4
Walkie-talkiesqty 6
Charging stationsqty 2

Lighting

LED work lightsqty 8
String lightsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Logo and sponsor postersqty 20
Tableclothsqty 12
Plantsqty 8
Name badgesqty 100
Wristbandsqty 200
Program leafletsqty 250
A4 directional signsqty 20
Directional signsqty 12
Markersqty 12
Tapeqty 10
Cable tiesqty 200
Ropeqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Water jugsqty 8
Serving plattersqty 20
Serving tongsqty 10
Thermos cupsqty 40

Kitchen

Thermos flasksqty 6
Serving spoonsqty 8
Cutting boardsqty 4
Paring knivesqty 4
Ice packsqty 24
Bottle openersqty 4
Serving traysqty 8
Trash binsqty 8
Coolersqty 4
Food warmersqty 4
Kitchen scalesqty 2

Catering

Groceries

Cleaning

Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand broomsqty 4

Tips

Set the programme before promoting the show. Allow at least 15 minutes between demonstrations so exhibitors can reset equipment, move bikes and answer questions without delaying the next session.
Confirm exhibitor requirements no later than 3 weeks before the event. Record table space, power needs, demonstration equipment and arrival times in one maintained exhibitor list.
Plan the test-ride area separately from the exhibition space. Use bike racks, cones, barriers, helmets and locks, and assign one volunteer to check each bicycle before it goes out.
Prepare the registration desk with printed name badges, the latest attendee list and dietary information at least 1 day in advance. Keep a laptop or printed backup available if the form is inaccessible.
Check the technical setup during the venue visit, not on the morning itself. Test speakers, mixer, wireless microphones, extension cords and rechargeable batteries together, and print the run sheet before setup starts.

Frequently asked questions

How far in advance should I plan a cycling show?: Start planning at least 8 to 12 weeks before the event. Confirm the date, location, permits and insurance first, then contact exhibitors before opening registration.
How do I organise test rides at a cycling show?: Create a marked test-ride route and separate it from visitor traffic with cones or barriers. Check every bike before use, provide one helmet per rider, and assign a volunteer to manage departures and returns.
When should I open registration for a cycling show?: Open registration once the date, venue and basic programme are confirmed, usually 4 to 6 weeks before the show. Close or review the list 2 to 3 days beforehand so badges, staffing and dietary requirements are ready.
What equipment do I need for cycling show demonstrations?: Allow at least 1 work stand, pump, multitool and set of Allen keys for each active demonstration area. Check microphones, speakers and power connections during setup and keep spare inner tubes, tire levers and chain oil available.

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.