How to organise a mountain bike ride

Start by fixing the date, route and starting location before inviting riders. Then handle permits, insurance and digital route planning while registration is open, so you know exactly who is coming and what information they need. In the final week, ride or walk the route, check for obstacles, inspect bikes and prepare maps, bib numbers and starter packs. On the day, focus on a visible start area, a stocked rest stop and clear communication between route staff.

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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
Record date and route
2 people
2
Reserve starting location
3
Apply for route permits
4
Check insurance
5
Create the route digitally
2 people
6
Send invitations
2 people
7
Open registration form
8
Process registrations
9
Collect dietary requirements
10
Finalize the participant list
2 people
11
Send start information
12
Check the weather forecast
13
Scout the route in advance
3 people
14
Check route for obstacles
3 people
15
Do the shopping
2 people
16
Collect bicycles and equipment
2 people
17
Charge batteries
18
Print route maps
19
Assemble starter packs
3 people

Event

20
Check bikes technically
3 people
21
Sort route arrows
2 people
22
Set up rest stop
3 people
23
Build the start and finish area
5 people
24
Set up tables and chairs
3 people
25
Set up registration desk
2 people
26
Chill drinks
2 people
27
Prepare barbecue
3 people
28
Mark route
4 people
29
Brief volunteers
2 people
30
Receive participants
3 people
31
Check in participants
3 people
32
Give safety instructions
2 people
33
Group participants
2 people
34
Start groups
3 people
35
Staff the rest stop
3 people
36
Staff route checkpoint
2 people
37
Refill drinks
2 people
38
Provide roadside assistance
2 people
39
Track final participants
2 people
40
Register finishers
2 people
41
Hand out finish drinks
2 people
42
Light the barbecue
2 people
43
Prepare barbecue dishes
4 people
44
Restock the buffet
2 people
45
Serve food and drinks
3 people

Aftercare

46
Remove route arrows
4 people
47
Clean up the venue
5 people
48
Wash dishes
3 people
49
Collect waste
2 people
50
Clean the barbecue
2 people
51
Inventory supplies
2 people
52
Leave venue clean
3 people
53
Return borrowed equipment
2 people
54
Store leftover stock
2 people

What to bring

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

Sports equipment

Mountain bikesqty 4
Helmetsqty 6
Reflective vestsqty 12
Route arrowsqty 80
Barrier tapeqty 4
Bicycle standsqty 6
Bike pumpsqty 4
Tire leversqty 8
Spare inner tubesqty 12
Bike multitoolsqty 4
Chain oilqty 2
Cable tiesqty 100
Route mapsqty 50
Bib numbersqty 50
Wristbandsqty 50

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6
Walkie-talkiesqty 6

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 50
Waste binsqty 6

Equipment

Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Mobile phone chargersqty 6
Bluetooth speaker

Lighting

String lightsqty 4
Battery lanternsqty 6

Kitchen

Barbecueqty 2
BBQ toolsqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Cool bagsqty 4

Tableware

Reusable platesqty 60
Reusable cupsqty 100
Cutlery setsqty 60
Coffee potsqty 3
Thermos flasksqty 4
Serving spoonsqty 8

Cleaning

Dishpanqty 2
Cleaning glovesqty 6
Broom and dustpanqty 2
Mopsqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Scout the full route before the ride, ideally 7–14 days beforehand and again after heavy rain. Check for fallen branches, damaged trails, confusing junctions and places where route arrows or barrier tape are needed.
Close registration early enough to process the participant list and send start information at least 3 days before the ride. Include the meeting point, start time, route details, equipment requirements and what riders should do if they are delayed.
Keep a repair point at the start and another practical repair option on the route. Bike pumps, tire levers, spare inner tubes, multitools and chain oil cover common problems; charge radios and phones before staff arrive.
Build the start and finish area at least 2 hours before the first riders leave. Set up the registration desk, bike stands, tables, chairs, bib numbers, wristbands and route maps before participants begin arriving.
Use the weather forecast to make a final safety decision 24–48 hours ahead. Prepare first aid kits, emergency blankets, reflective vests, flashlights and walkie-talkies, and make sure route staff know who to contact in an emergency.

Frequently asked questions

How far in advance should I organise a mountain bike ride?: Start planning at least 6–8 weeks ahead if the ride needs route permits, insurance checks or a reserved starting location. Open registration once the route and essential safety arrangements are confirmed.
How do I plan a mountain bike ride route?: Create the route digitally first, then scout it in person 7–14 days before the event. Check the surface, elevation, obstacles, junctions, rest-stop position and places where riders could miss an arrow.
When should I send mountain bike ride information to participants?: Send the final start information at least 3 days before the ride, after the participant list is closed. Include the arrival time, meeting point, route map, equipment instructions and an emergency contact.
How early should I set up the mountain bike ride start area?: Allow at least 2 hours before the first start time. Registration, tables, chairs, bike stands, maps, bib numbers, wristbands, safety equipment and communication devices should be ready before riders arrive.

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.