How to organise a King's Day bike ride

A King's Day bike ride needs more than a route and a group of riders. Start with the route, start and finish points, safety check and any permits, then build the registration and volunteer plan around them. Leave time for a second route check, because roadworks, closures or unsafe crossings can appear after the first inspection. On the day, riders need visible signs, staffed traffic points, bike repairs, refreshments and a simple registration setup.

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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 cycling route
2 people
2
Set start and finish locations
2 people
3
Check the route for safety
2 people
4
Apply for permits and notifications
5
Arrange bike parking
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Design route map
11
Print route map
12
Create the volunteer schedule
13
Assign traffic posts
2 people
14
Update participant list
15
Check the route again
2 people
16
Check bikes and helmets
2 people
17
Check the shopping list
18
Do the shopping
2 people
19
Prepare route signs
2 people
20
Collect materials
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Prepare sandwiches
3 people
24
Set up tables
3 people
25
Build party tents
4 people
26
Set up the bike parking area
2 people
27
Hang decorations
3 people
28
Put up route signs
4 people
29
Place traffic cones
2 people
30
Connect the sound system
2 people
31
Set Up Registration Desk
2 people
32
Prepare first aid supplies
33
Brief volunteers
2 people

Event

34
Receive participants
4 people
35
Register participants
3 people
36
Hand out route maps
2 people
37
Give safety instructions
2 people
38
Guide the bike ride
6 people
39
Staff traffic posts
6 people
40
Check route points
2 people
41
Support breakdowns
2 people
42
Receive finishers
3 people
43
Serve drinks
3 people
44
Serve snacks
3 people
45
Provide music
46
Refill drinks
2 people
47
Empty trash bins
2 people
48
See off the last participants
2 people

Aftercare

49
Collect route signs
4 people
50
Clear away traffic cones
2 people
51
Clear tables and chairs
3 people
52
Take down party tents
4 people
53
Wash dishes
2 people
54
Clean the venue
4 people
55
Dispose of waste
2 people
56
Dry and sort materials
2 people
57
Return borrowed items
2 people
58
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Bicycle racksqty 8
Registration desk

Tableware

Reusable cupsqty 120
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40

Kitchen

Thermos flasksqty 6
Coolersqty 6
Serving traysqty 8
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Power banksqty 4
Mobile phonesqty 4

Sports equipment

Bike pumpsqty 3
Repair kitsqty 3
Spare inner tubesqty 10
Bicycle light setsqty 10
Safety vestsqty 12
Bike flagsqty 6
Helmetsqty 10
Traffic conesqty 20
Barrier tapeqty 4
Conesqty 20
Route card holdersqty 80
Clipboardsqty 6
Markersqty 12
Ballpoint pensqty 20

Lighting

LED lampsqty 8
Light Stripsqty 4

Decorations

Orange pennantsqty 8
Orange balloonsqty 100
Tableclothsqty 6
Route signsqty 24
Arrow stickersqty 60
Start/finish banner
Wristbandsqty 80

Cleaning

Waste binsqty 8
Trash bagsqty 50
Cleaning bucketsqty 3
Cleaning glovesqty 6
Dish brushesqty 3
Microfiber clothsqty 12
Broom setsqty 2

Catering

Groceries

Tips

Set the route and start and finish locations before sending invitations. Check the full route at least twice, with the second check close to the ride, and note every crossing where a volunteer or clear direction sign is needed.
Open registration early enough to update the participant list and collect dietary requirements before shopping. Use the final list to estimate snacks, sandwiches, drinks and seating instead of buying at the last minute.
Create the volunteer schedule before the event week and assign each traffic post a named person and handover time. Give route marshals safety vests and walkie-talkies, and keep spare batteries or power banks available.
Check every bike and helmet at the start, not only the day before. Put pumps, repair kits, spare inner tubes, bicycle light sets and helmets where volunteers can reach them without leaving the registration area.
Set up the finish area before riders arrive: tables, party tents, bicycle racks, chilled drinks, snacks and sandwiches should have separate roles and locations. Test the sound system, microphone, extension cords and lighting before the first briefing.

Frequently asked questions

How far in advance should I plan a King's Day bike ride?: Start route planning and permit checks at least 6 to 8 weeks before the ride. Open registration once the route and start and finish locations are reasonably fixed, then review the participant list during the final week.
How many volunteers do I need for a King's Day bike ride?: Plan at least one volunteer for every traffic post, plus people for registration, bike support, refreshments and a coordinator. Confirm the schedule 7 days before the ride and keep one or two floaters available for breaks or unexpected gaps.
When should I check the cycling route?: Do an initial safety check when choosing the route and a second check 1 to 3 days before the ride. Recheck roadworks, crossings, signs and the finish area after the final route review.
What should I prepare for bike problems during the ride?: Have at least one pump and repair kit at the start or finish, with spare inner tubes and bicycle light sets available. Assign a volunteer to bike support and explain the procedure during the briefing, no later than 30 minutes before departure.

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