How to organise a diabetes bike ride

A diabetes bike ride needs more than a route and a group of cyclists. Start by securing the date, starting location and permits, then test the route and build a clear safety plan around it. Registration should capture dietary and medical considerations early, so support teams know what to expect. In the final week, confirm riders, volunteers, signage, rest stops, repair support and the alternative route. Use the plan below to keep the preparation in the right order.

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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 date and route
2 people
2
Reserve starting location
3
Check permits
4
Check the route for safety
2 people
5
Set an alternative route
2 people
6
Send invitations
2 people
7
Open the registration form
8
Approach sponsors
2 people
9
Recruit volunteers
2 people
10
Reserve photographer
11
Reserve sound equipment
12
Process registrations
2 people
13
Collect dietary requirements
14
Collect medical considerations
15
Confirm participants
2 people
16
Create route map and briefing
2 people
17
Assign volunteers
2 people
18
Plan traffic posts
2 people
19
Mark Rest Stops
2 people
20
Develop bicycle breakdown procedure
2 people
21
Compile emergency numbers
22
Check the weather forecast
23
Communicate route changes
2 people
24
Make wristbands and race numbers
2 people
25
Prepare route signs
2 people
26
Do the shopping
3 people
27
Check materials
2 people
28
Check bicycles and trailer
2 people
29
Fill coolers
2 people
30
Sort starter kit
3 people

Event

31
Set Out Route Arrows
3 people
32
Set up rest areas
4 people
33
Set up the start and finish area
6 people
34
Set up tables and chairs
3 people
35
Build party tents
4 people
36
Set up registration desk
2 people
37
Set up the catering buffet
3 people
38
Chill drinks
2 people
39
Test sound system
2 people
40
Set up first aid and breakdown post
2 people
41
Brief volunteers
3 people
42
Receive participants
4 people
43
Hand out starter packs
3 people
44
Record glucose levels
2 people
45
Give the safety briefing
2 people
46
Have cyclists depart
4 people
47
Staff route checkpoints
8 people
48
Staff the rest area
4 people
49
Refill drinks
2 people
50
Restock fruit and snacks
2 people
51
Assist with bike repairs
2 people
52
Guide back markers
2 people
53
Carry out finish registration
3 people
54
Receive finishers
4 people
55
Serve water and recovery nutrition
3 people
56
Serve the hot meal
4 people
57
Hand out diabetes information
2 people
58
Hand out prizes and thank-yous
2 people
59
Guide the last participants
2 people
60
Collect route arrows
3 people

Aftercare

61
Tear down the buffet
3 people
62
Dismantle furniture
4 people
63
Collect waste
3 people
64
Wash dishes
3 people
65
Clean the grounds
4 people
66
Load materials
4 people
67
Return borrowed materials
2 people
68
Clean cooling and bike equipment
2 people
69
Store leftover stock
2 people
70
Register lost and found items
71
Send thank-you message
72
Share photos with participants

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 40
High tablesqty 4
Tableclothsqty 10
Clothes racksqty 2

Sports equipment

Bicycle racksqty 12
Spare bicyclesqty 2
Bike pumpsqty 4
Bike repair kitsqty 4
Inner tubesqty 12
Tire leversqty 12
Bike keysqty 4
Spare chainsqty 2
Reflective vestsqty 20
Bike helmetsqty 10
Route arrowsqty 45
Barrier tapeqty 6
Traffic conesqty 20
Lead carsqty 2
Hydration backpacksqty 4

Equipment

Coolersqty 8
Extension cordsqty 4
Power stripsqty 4
Speakersqty 2
Microphone
Power banksqty 6
Charging cablesqty 8
Walkie-talkiesqty 10
Megaphonesqty 2
Flashlightsqty 6
Cash register
Laptop
Printer
Camera

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 120
Coffee cupsqty 80
Serving spoonsqty 8
Serving jugsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 12
Food warmersqty 4
Ice spoonsqty 4
Ice packsqty 30
Thermometersqty 3

Decorations

Start-finish bannersqty 2
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Directional signsqty 12
Info boardsqty 6
Chalkboardsqty 4

Cleaning

Waste binsqty 12
Hand broomsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4

Catering

Groceries

Tips

Check permits and route safety before opening registration. Ride the full route, identify traffic risks and mark rest stops before you publish the route to participants.
Collect dietary requirements and medical considerations during registration, not at check-in. Confirm participants before the event and give the safety briefing and route map to everyone in advance.
Plan bicycle support at the same time as volunteer assignments. Place pumps, repair kits, spare inner tubes and other equipment where a breakdown can be handled without leaving a rider alone.
Give every traffic post and rest stop a named volunteer, a reflective vest and a reliable way to communicate. Walkie-talkies, a megaphone and compiled emergency numbers help when mobile coverage or noise becomes a problem.
Check the weather forecast in the final days and communicate route changes as soon as a decision is made. Prepare the alternative route, route arrows, barrier tape and traffic cones before event morning rather than trying to improvise them.

Frequently asked questions

How far in advance should I organise a diabetes bike ride?: Start at least 8 to 12 weeks before the ride. That gives you time to secure the starting location, check permits, test the route, open registration, recruit volunteers and arrange safety support.
What should I collect when people register for a diabetes bike ride?: Collect contact details, dietary requirements and relevant medical considerations. Close or review registration at least 7 days before the ride so you can confirm participants and brief the support team.
How many rest stops should a diabetes bike ride have?: Plan a rest stop roughly every 15 to 20 kilometres, then adjust for hills, heat and the riders' experience. Mark each stop on the route map and staff it with volunteers before sending the final briefing.
When should I check the weather and announce route changes?: Check the forecast 72 hours before the ride and again on the morning itself. If the route changes, communicate it immediately and make sure the lead cars, volunteers and participants have the same updated instructions.

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.