How to organise a heart bike ride

Start by fixing the route, distance and start and finish points before inviting anyone. Check every section for safety, arrange permits or notifications, and confirm any reservations early. Once registrations open, collect dietary requirements, assign volunteers and send participants a clear route map with timings. In the final week, check the forecast and route warnings, prepare signs and bike-repair equipment, and set up registration, parking and refreshments so the ride can start without delays.

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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
Determine the route and distance
2 people
2
Record start and finish locations
2 people
3
Check the route for safety
2 people
4
Arrange permits and notifications
5
Confirm reservations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Create route map and participant list
11
Send participant information
12
Check the weather forecast
13
Check route warnings
2 people
14
Do the shopping
2 people
15
Collect materials
2 people
16
Check bikes and tools
2 people
17
Prepare route signs
2 people

Event

18
Set up the start area
4 people
19
Set up the registration table
2 people
20
Put up route signs
4 people
21
Set up a rest area
3 people
22
Set up bicycle parking
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Give the safety briefing
2 people
26
Register participants
3 people
27
Hand out race numbers
2 people
28
Divide bikes into groups
2 people
29
Let participants leave
3 people
30
Staff route checkpoint
4 people
31
Staff the rest area
3 people
32
Provide roadside assistance
2 people
33
Refill drinks
2 people
34
Hand out fruit and snacks
2 people
35
Register arrival
2 people
36
Guide the finish area
3 people
37
Serve coffee and tea
2 people
38
Serve dinner
4 people
39
Remove waste regularly
2 people
40
Collect route signs
4 people
41
See participants off
2 people

Aftercare

42
Dismantle furniture
4 people
43
Wash dishes and supplies
3 people
44
Clean the venue
4 people
45
Take out the trash
2 people
46
Inventory materials
2 people
47
Return borrowed materials
2 people
48
Process lost property
49
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Bicycle Racksqty 6
Tableclothqty 8

Tableware

Reusable cupsqty 100
Reusable platesqty 70
Reusable cutleryqty 70
Coffee cupsqty 60

Equipment

Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Extension cordsqty 4
Rechargeable walkie-talkiesqty 6

Sports equipment

Route signsqty 20
Conesqty 20
Barrier tapeqty 4
Bib numbersqty 70
Safety vestsqty 15
Bike pumpsqty 3
Tire repair kitsqty 4
Spare inner tubesqty 10
Bike multi-toolsqty 3
First aid kitsqty 2
Emergency blanketsqty 6

Lighting

Outdoor lightsqty 6
Battery lanternsqty 4

Decorations

Start/finish arch
Buntingqty 6
Balloonsqty 50

Cleaning

Waste binsqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving traysqty 8
Serving jugsqty 6

Catering

Groceries

Tips

Plan the route and safety check at least four weeks before the ride. Record the exact start and finish locations, identify hazards and decide where signs, cones or barrier tape are needed.
Set a registration deadline 7–10 days before the ride. Use the final participant list to prepare bib numbers, volunteer assignments, dietary information and enough route maps.
Assign volunteers to specific posts rather than giving general instructions. Cover registration, the rest area, route checks and the start briefing, and give key people rechargeable walkie-talkies.
Check bikes and repair supplies the day before, including pumps, multi-tools, tire repair kits and spare inner tubes. A small mechanical problem should be solved at the start or rest area instead of stopping the group.
Prepare food and drinks in time for the first riders and the last arrivals. Chill drinks several hours ahead, keep hot drinks in thermos flasks, and set up tables, shelter, bicycle racks and lighting before participants arrive.

Frequently asked questions

How far in advance should I organise a heart bike ride?: Begin route planning and safety checks at least four weeks before the ride. Arrange permits, notifications and reservations as soon as the route and date are fixed, then close registrations 7–10 days before the event.
How do I plan a safe route for a heart bike ride?: Ride or walk the full route before publishing it and check crossings, narrow sections, road surfaces and rest points. Recheck route warnings 24–48 hours before the event and prepare signs, cones and barrier tape for problem areas.
How many volunteers do I need for a heart bike ride?: For a small ride, plan at least one person for registration, one for the safety briefing and one for each rest or route-control point. Add a coordinator and a bike-support person, then increase coverage when the group or route becomes larger.
What should I prepare at the start area?: Set up registration, bib numbers, the participant list, route maps, bicycle parking and the safety briefing area before riders arrive. Have drinks, snacks, first aid equipment and bike tools ready at least 30 minutes before the planned start.

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.