How to organise a lake bike tour

Start by fixing the route, distance, start point and finish point before inviting anyone. Ride the route yourself to check traffic hazards, surfaces, climbs and places where a group can safely stop. Then arrange registrations, rest stops, volunteers, emergency contacts and clear participant instructions in that order. The final week is for checking the forecast, testing repair equipment, printing route materials and preparing drinks, coolers and bike numbers.

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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
Set route and distance
2 people
2
Set start and finish locations
2 people
3
Check the route for traffic hazards
2 people
4
Determine an alternative route
2 people
5
Check permits and notifications
6
Set rest stops along the route
2 people
7
Make reservations for rest stops
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Check participants' contact details
12
Send participant information
13
Make route available digitally
14
Drive the route in person
2 people
15
Finalize break times
16
Monitor the weather forecast
17
Assign volunteers
18
Share the first aid and emergency procedure
19
Send bike check instructions
20
Print start list and route maps
21
Sort wristbands and numbers
2 people
22
Test bike pumps and repair materials
2 people
23
Set out coolers and crates
2 people
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Bundle route signs and arrows
2 people
27
Clean the starting location
2 people
28
Set up tables and chairs
4 people
29
Build party tents
4 people
30
Set up the registration desk
2 people
31
Set up the catering table
3 people
32
Place route signs along the route
4 people
33
Stock the rest stops
4 people
34
Mark the bike parking area
2 people
35
Set up the repair point
2 people
36
Test the sound system before start
2 people
37
Give a briefing to route guides
2 people
38
Carry out weather and safety check
2 people

Event

39
Receive participants
4 people
40
Register attendance
3 people
41
Hand out race numbers and route maps
3 people
42
Check bikes and safety gear
2 people
43
Serve coffee and tea
2 people
44
Give starting instructions
45
Stagger participant departures
3 people
46
Send route guides to stations
4 people
47
Staff traffic points
4 people
48
Staff the first rest stop
3 people
49
Staffing the second rest stop
3 people
50
Distribute water and fruit
3 people
51
Refill drinks
2 people
52
Register incidents
53
Carry out bicycle repairs
2 people
54
Support absentees by phone
2 people
55
Check in arriving participants
2 people
56
Serve finish-line drinks
3 people
57
Serve the final snacks
3 people
58
Report back route guides
59
Receive the last participants
2 people
60
Give a thank-you speech
61
Collect Waste During the Event
2 people

Aftercare

62
Remove Route Signs and Arrows
4 people
63
Take down tables and chairs
4 people
64
Take down party tents
4 people
65
Clear the bike parking area
2 people
66
Wash dishes and supplies
3 people
67
Empty and clean coolers
2 people
68
Clean the start and finish area
3 people
69
Dispose of waste
2 people
70
Check borrowed materials
2 people
71
Return borrowed materials
2 people
72
Store route signs and materials
2 people
73
Collect lost and found items
74
Return lost property
75
Send thank-you message to participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Folding chairsqty 12
Bar stoolsqty 4
Waste binsqty 6
Bicycle Racksqty 8

Tableware

Reusable drinking cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pitchersqty 8

Equipment

Coolersqty 8
Kettlesqty 3
Coffee machinesqty 2
Mobile phonesqty 4
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Megaphone
Stopwatchesqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Bike pumpsqty 4
Tire leversqty 8
Bike tool kitsqty 4
Inner tubesqty 20
Tape kitsqty 12
Bike locksqty 4
Cable tiesqty 100
Reflective vestsqty 12
Bike helmetsqty 6
Route arrowsqty 80
Route signsqty 20
Conesqty 24
Barrier tapeqty 6
Ratchet strapsqty 12
Handlebar basketsqty 8
Route mapsqty 120

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Bread knivesqty 3
Serving spoonsqty 8
Thermos flasksqty 8
Small bowlsqty 16
Ice packsqty 32

Cleaning

Hand soap dispensersqty 4
Towelsqty 12
Bucketsqty 4
Spongesqty 12
Trash grabbersqty 4
Broom setsqty 2
First aid kitsqty 3

Catering

Groceries

Tips

Ride the full route in person at least once before publishing it. Note unsafe crossings, narrow sections and places where a backup route would work if traffic, roadworks or weather cause problems.
Plan the first rest stop early enough for the group to refill water and use the toilets, then reserve each stop instead of relying on space being available. Finalise the break times after you know the route distance and expected riding pace.
Collect registrations together with mobile numbers, emergency contacts and dietary requirements. Send the route, start time, distance, parking or arrival instructions and bike-check advice no later than 3 days before the ride.
Give every volunteer one defined position, such as front rider, rear rider, rest-stop coordinator or emergency contact. Share the first-aid procedure and save key phone numbers on at least 2 charged phones or power banks.
Do the equipment check the day before: test every bike pump, inspect tire levers and tool kits, and pack inner tubes, tape, cable ties and bike locks. Chill drinks, print the start list and route maps, and put reflective vests where volunteers can collect them quickly.

Frequently asked questions

How far should a lake bike tour be?: Choose a distance that matches the least experienced participant, not the fastest rider. For a mixed group, plan a route with scheduled rest stops and allow roughly 2 to 3 hours of riding time for a 30 to 45 kilometre tour, excluding breaks.
How early should I send lake bike tour information?: Send the practical information at least 3 days before the ride, and send the invitation early enough to process registrations. Include the start and finish locations, route distance, meeting time, contact details, emergency instructions and what participants should check on their bikes.
How many rest stops do I need for a bike tour?: Plan at least 1 rest stop for a ride of up to 30 kilometres and 2 or more for a longer route or warm weather. Allow about 15 to 20 minutes per stop, and confirm reservations before publishing the final timetable.
What bike repair equipment should I bring on a group ride?: Bring at least 1 tested pump, tire levers, a tool kit, spare inner tubes, tape and cable ties for each support point or repair vehicle. For a larger group, add a second pump and enough tubes for several punctures rather than relying on participants to carry everything themselves.

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