How to organise a dune bike tour

A dune bike tour needs more than a route and a group of bicycles. Start by fixing the date, route, start and finish locations, then work backwards from registration and transport needs. Check the route in person, confirm rest stops and prepare an alternative before inviting people. On the day, participants need clear signs, a working repair station, refreshments and a simple registration point so the ride 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
Record date and route
2 people
2
Reserve start and finish location
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Share route online
7
Check the route and rest stops
2 people
8
Determine an alternative route
2 people
9
Check the weather forecast
10
Print participant list
11
Prepare route files
12
Do the shopping
3 people
13
Check bicycles and repair kits
2 people
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Assemble starter kit
2 people
17
Sort route signs
2 people
18
Bring materials to the venue
3 people
19
Set up tables and tents
4 people
20
Set up the bicycle parking
2 people
21
Put up route signs
4 people
22
Set up a rest area
3 people
23
Prepare coffee and tea
2 people
24
Set up the registration table
2 people
25
Set up the repair station
2 people

Event

26
Receive participants
3 people
27
Give starting instructions
2 people
28
Have participants start in groups
3 people
29
Staff the rest area
3 people
30
Refill drinks
2 people
31
Carry out bicycle repairs
2 people
32
Call Overnight Guests for Support
33
Register incoming participants
2 people
34
Serve snacks and sandwiches
3 people
35
Refill coffee and tea
2 people
36
Turn on the lights
37
Check out the last participants
2 people

Aftercare

38
Collect route signs
3 people
39
Dismantle furniture and tents
4 people
40
Collect and sort waste
3 people
41
Wash dishes
3 people
42
Clean the venue
3 people
43
Return materials
3 people
44
Return borrowed materials
2 people
45
Store leftover stock
2 people
46
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 16
Bicycle racksqty 4
Waste binsqty 6

Sports equipment

Route signsqty 30
Direction arrowsqty 24
Traffic conesqty 12
Bike pumpqty 2
Bike repair kitsqty 4
Spare inner tubesqty 12
Tire leversqty 6
Multi-toolsqty 6
Chain oilqty 2
Reflective vestsqty 12

Safety

First aid kitsqty 3
Emergency blanketsqty 10
Flashlightsqty 8
Whistlesqty 6

Equipment

Walkie-talkiesqty 6
Battery-powered speakersqty 2
Power banksqty 6
Charging cablesqty 8
Extension cordsqty 4
Power stripsqty 3
Tabletsqty 2

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Water dispensersqty 3
Serving plattersqty 8
Cutting boardsqty 2
Kitchen knivesqty 4
Serving utensilsqty 6
Coolersqty 4

Cleaning

Bucketsqty 3
Broom setsqty 2
Cleaning clothsqty 12
Washing-up basinsqty 6

Lighting

LED lanternsqty 8
Headlampsqty 10

Catering

Groceries

Tips

Check the route and rest stops at least once before the tour, including loose sand, narrow sections and places where signs can be seen from a bicycle. Prepare an alternative route before checking the forecast, not after bad weather arrives.
Close registrations several days before the ride and collect dietary requirements at the same time. Print the final participant list and prepare route files after the numbers stop changing.
Allow at least 60 to 90 minutes before the start for tables, tents, bicycle parking, registration, route signs and the repair station. Charging cables, power banks and extension cords are easy to leave behind when materials are loaded.
Set up the repair station where riders can find it before leaving, with a pump, repair kits, spare inner tubes, tire levers, multi-tools and chain oil. Assign one person to manage it rather than leaving the equipment unattended.
Do the weather check on the day before departure and again on the morning itself. Keep reflective vests, first aid kits, emergency blankets, flashlights and walkie-talkies together so the team can react without searching through boxes.

Frequently asked questions

How far in advance should I plan a dune bike tour?: Fix the date, route and start-finish locations at least 4 to 6 weeks ahead. Send invitations once the route and practical arrival information are confirmed, then close registrations several days before the ride.
How much time do I need to set up a dune bike tour?: Plan 60 to 90 minutes for setup before participants arrive. This covers the registration table, bicycle parking, tents, tables, rest area, route signs and repair station; allow extra time if the start and finish are at different locations.
What should I prepare for bicycle repairs on the route?: Have at least one pump and repair kit at the start, plus spare inner tubes, tire levers, multi-tools and chain oil. For a larger group, place repair support at the main rest area as well, rather than expecting every rider to return to the start.
When should I check the weather for a dune bike tour?: Check the forecast the day before and again on the morning of the tour. Make the alternative-route decision before participants arrive, and share any change through the same channel used for the route and event details.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.