How to organise a farmers' bike ride

A farmers' bike ride needs more than a marked route and a few farm stops. Start by fixing the date, checking permissions and riding the full route yourself before opening registration. Then arrange rest stops, maps, volunteers, traffic marshals and bike support in that order. Participant numbers also determine how much coffee, water, food and seating you need at the finish. Use this plan to keep the ride safe, readable and manageable from the first invitation to the final sign removal.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Ride the entire route before publishing it, including every turn and farm entrance. Record the route, check road conditions and allow extra time for stops, wrong turns and mechanical problems.
Set the route and permissions before sending invitations. Confirm both start and finish locations, check whether permits or notifications are required, and prepare an alternative programme before the weather becomes a problem.
Give every rest stop a clear job and capacity. Confirm the farmers, access arrangements and serving setup early, then use printed route maps as a backup when signs are moved or riders miss an arrow.
Schedule volunteers around the route, not just at the finish. Traffic marshals need a briefing on their exact positions and signals, while bike assistance should have pumps, spare inner tubes, repair tools and a way to reach riders.
Close the registration process with a firm deadline and use the final list for planning. Collect dietary requirements, confirm participants, fill coolers and thermos flasks, and check that cups, coffee equipment and water are ready before riders arrive.

Frequently asked questions

How far in advance should I organise a farmers' bike ride?: Start route planning and permission checks at least 8 to 12 weeks before the ride. Open registration only after the route, start and finish locations, rest stops and safety arrangements are confirmed.
How many volunteers do I need for a farmers' bike ride?: Plan at least one volunteer at registration and the finish, one person for each staffed rest stop, and traffic marshals at every road crossing that needs control. Add a separate bike-support person or team if the route is longer than 25 kilometres.
How many drinks should I prepare per rider?: Allow about 1 litre of water per rider for a moderate ride, plus coffee or other drinks at the rest stops and finish. Add 10 to 15 percent extra, because warm weather and delayed riders quickly use more than the registration total suggests.
When should I put up the route signs?: Place permanent or clearly secured signs on the route on the morning of the ride, after checking the full course once more. Finish the final sign check at least 30 minutes before the first riders leave, and remove every sign after the last rider has passed.