How to organise a mountain bike ride

A mountain bike ride needs more than a route and a meeting point. Start by confirming the route, checking hazards and securing the starting location, then collect registrations, emergency contacts and dietary requirements. In the final week, share route files and rider instructions, check bikes and helmets, and prepare tools, navigation and first aid. On the day, allow time for attendance, a safety briefing, bicycle parking and a clearly marked break point.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve starting location
5
Mark mountain bike route
2 people
6
Scout the route in advance
2 people
7
Check the route for hazards
2 people
8
Check the weather forecast
9
Send participant information
10
Collect emergency contacts
11
Share route files
12
Check bikes and helmets
2 people
13
Pick up tools and spare parts
2 people
14
Do the shopping
2 people
15
Prepare food
3 people
16
Chill drinks
17
Print route maps
18
Print participant list
19
Set up the starting location
4 people
20
Set up the bicycle parking
2 people
21
Prepare safety equipment
2 people
22
Prepare the break point
2 people
23
Brief volunteers
3 people

Event

24
Receive participants
3 people
25
Register attendance
2 people
26
Carry out bicycle and helmet check
2 people
27
Give safety instructions
2 people
28
Group participants
2 people
29
Guide the mountain bike ride
4 people
30
Serve break drinks
2 people
31
Restock break snacks
2 people
32
Support latecomers
2 people
33
Register arrival
2 people
34
Store bicycles safely
2 people
35
Serve the meal
3 people
36
Refill drinks
2 people
37
Record route and bike incidents
38
See participants off
2 people

Aftercare

39
Collect materials
3 people
40
Sort waste
2 people
41
Wash dishes
2 people
42
Clean the venue
3 people
43
Check bikes and tools
2 people
44
Return borrowed materials
2 people
45
Store leftovers properly
46
Remove route signs
2 people

What to bring

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

Sports equipment

Mountain bikesqty 20
Bike helmetsqty 22
Bike pumpsqty 3
Multi-toolsqty 4
Spare inner tubesqty 10
Tire leversqty 6
Bicycle standsqty 10
Bike position keysqty 2

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Whistlesqty 6
Reflective vestsqty 6
Emergency blanketsqty 4

Navigation

Navigation devicesqty 4
Printed route mapsqty 25
Directional signsqty 20
Cable tiesqty 100

Furniture

Foldable tablesqty 4
Folding chairsqty 24
Party tent
Bicycle racksqty 5

Tableware

Reusable cupsqty 40
Reusable platesqty 30
Reusable cutleryqty 30
Serving spoonsqty 4

Catering

Coolersqty 4
Thermos flasksqty 3
Water jerry cansqty 4
Insulated boxesqty 3
Groceries

Equipment

Gas barbecue
Gas cylindersqty 2
Extension cordsqty 2

Lighting

LED lampsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Broom and dustpanqty 2

Tips

Scout the route at least 7 days before the ride and check it again after heavy rain. Record hazards, difficult sections and any points where signs or volunteers are needed.
Send participant information no later than 3 days before the start. Include the meeting time, route file, expected distance or duration, equipment requirements and an emergency contact number.
Set a registration deadline 5 to 7 days before the ride so you can print the participant list, collect dietary requirements and buy the right amount of food and drinks.
Prepare repairs for the route you are actually riding: take pumps, multi-tools, tire levers and spare inner tubes, and check that volunteers know where these supplies are kept.
Set up the start and break point at least 60 minutes before riders arrive. Put out route maps, signs, water, food, first aid supplies and bicycle parking before registration begins.

Frequently asked questions

How far in advance should I organise a mountain bike ride?: Start 4 to 6 weeks ahead if you need to reserve a starting location and recruit volunteers. Finish registrations and route planning at least 5 to 7 days before the ride.
When should I check the mountain bike route?: Scout the route at least 7 days before the event, then check the weather forecast and reassess hazards within 24 hours of the start. Heavy rain may require a final inspection or route change.
What should I send participants before a mountain bike ride?: Send the meeting point, arrival time, route file, route maps or navigation details, equipment guidance and emergency contact information at least 3 days beforehand. Ask for dietary requirements and emergency contacts before the registration deadline.
How early should I arrive to set up a mountain bike ride?: Arrive at least 60 minutes before participants. This gives you time to set up bicycle parking, signs, tables, safety equipment and the break point, then print or check the attendance list before registration.

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