How to organise a gravel tour from route to finish

A gravel tour needs more than a GPX file and a start time. Begin by fixing the date, securing the start location and checking whether the route needs a permit. Then inspect the route in person, prepare digital files and clear rider information before opening registration. On the day, allow time for bike parking, group starts, checkpoints, route marking, food and mechanical support. The details people most often leave too late are route permissions, arrows, participant data and a reliable finish-area setup.

Organize this event for free with Lizzt

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 route permit
4
Create the route digitally
2 people
5
Inspect the route on site
3 people
6
Mark hazards on the route
2 people
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Send participant information
11
Assign starter groups
2 people
12
Prepare route files
13
Prepare bike numbers
2 people
14
Sort route arrows
2 people
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare the bike parking
2 people
18
Place route arrows
4 people
19
Set up checkpoints
4 people
20
Build the start and finish arch
3 people
21
Set up tables and chairs
4 people
22
Set up the registration table
2 people
23
Build the catering buffet
3 people
24
Test sound and lighting
2 people

Event

25
Receive participants
4 people
26
Register attendance
2 people
27
Hand out bike numbers
2 people
28
Give the safety briefing
2 people
29
Guide the start groups
3 people
30
Staff route checkpoint
4 people
31
Monitor traffic flow
2 people
32
Assist with mechanical breakdowns
2 people
33
Register participants at the finish line
2 people
34
Hand out finisher drinks
3 people
35
Serve snacks
3 people
36
Refill drinks
2 people
37
Process results
2 people
38
Present prizes
2 people
39
Receive the last participants
2 people

Aftercare

40
Remove route arrows
4 people
41
Take Down Checkpoints
4 people
42
Dismantle furniture
4 people
43
Collect waste
3 people
44
Wash dishes
2 people
45
Clean the venue
3 people
46
Inventory materials
2 people
47
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Bicycle racksqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Catering

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Serving traysqty 8
Groceries

Equipment

Speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Bike pumpsqty 4
Basic bike toolsqty 4
Spare inner tubesqty 20

Sports equipment

Bike numbersqty 120
Start and finish arch
Route arrowsqty 80
Route tapeqty 6
Conesqty 20
First aid kitsqty 3
Reflective vestsqty 12
Walkie-talkiesqty 8

Decorations

Bib numbersqty 4
Flagsqty 12

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Litter pickersqty 4
Bucketsqty 4
Spongesqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8

Tips

Inspect the complete route on site before publishing it, and record hazards, difficult surfaces and places where riders could miss a turn. Put route arrows out only after the final inspection, using route tape and cones where visibility is poor.
Close registration early enough to process dietary requirements, assign starter groups and send participant information. A practical deadline is 3 to 5 days before the tour, rather than the evening before.
Prepare the route files and bike numbers at least 2 days ahead. Test the files on more than one device, and sort the arrows by route section so volunteers are not opening mixed boxes at the start.
Plan the start and finish area around the rider flow: registration first, bike parking nearby, then the start arch and group staging. Set up tables, chairs, tents and the buffet before participants arrive, leaving at least 60 minutes for checks.
Keep a basic repair point at the start or a checkpoint with pumps, basic bike tools and spare inner tubes. Give route and safety volunteers reflective vests and walkie-talkies, and check the first aid kits before the first group leaves.

Frequently asked questions

How far in advance should I plan a gravel tour?: Start 8 to 12 weeks before the tour if you need a permit, a reserved start location and volunteers. Complete the route inspection and permit check before sending invitations, then set the registration deadline 3 to 5 days before the event.
When should I mark the gravel tour route?: Inspect and mark hazards during a route check several days before the tour, but place removable arrows and tape as close to the start as practical. Allow at least 2 hours for route marking, depending on the number of turns and checkpoints.
How many riders should be in each starter group?: Choose group sizes based on the route width, junctions and checkpoint capacity; groups of 10 to 20 riders are usually easier to control than one large start. Leave about 5 to 10 minutes between groups so riders spread out before the first busy section.
What should I prepare at a gravel tour checkpoint?: Set up water, cups, serving supplies, basic route information and a first aid kit at each checkpoint. Have the checkpoint ready at least 30 minutes before the first expected rider, with a volunteer able to report problems by walkie-talkie.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!