How to organise a mountain bike tour from route to finish

Start with the route, not the food or start-line setup. Confirm the distance, terrain, access points and required permit, then secure the starting location before opening registration. Once riders are signed up, collect key information, drive the full route and assign people to water, registration, repairs and communication. The final week is for weather checks, printing maps and rider lists, checking equipment and making sure the route is clearly marked.

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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
Develop the route concept
2 people
2
Apply for a route permit
3
Reserve starting location
4
Create a registration form
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Drive the route in full
2 people
9
Assign volunteers
10
Send participant information
11
Check the weather forecast
12
Print participant list
13
Print route maps
14
Check materials
2 people
15
Check bicycle pumps
16
Charge communication devices
17
Do the shopping
2 people
18
Set out route arrows
2 people
19
Assemble repair kits
2 people
20
Store food chilled
2 people
21
Build the starting area
5 people
22
Mark out the route
4 people
23
Set up registration desk
2 people
24
Set up water stations
3 people
25
Set up the food and drink area
3 people
26
Set up the repair point
2 people

Event

27
Receive participants
3 people
28
Hand out bike numbers
2 people
29
Give the safety briefing
2 people
30
Guide the start groups
3 people
31
Staff route checkpoint
3 people
32
Guide back markers
2 people
33
Refill drinks
2 people
34
Serve snacks and fruit
3 people
35
Support repairs
2 people
36
Register finishers
2 people
37
Serve coffee and tea
2 people

Aftercare

38
Remove route arrows
4 people
39
Clean up the venue
5 people
40
Collect waste
3 people
41
Wash dishes
2 people
42
Clean the starting location
3 people
43
Check and store the materials
3 people
44
Chill leftover food
2 people
45
Return materials
2 people
46
Handle lost and found

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 20
Beer tablesqty 4

Sports equipment

Route arrowsqty 60
Route signsqty 20
Bike numbersqty 70
Number clipsqty 140
Traffic conesqty 20
Bike pumpsqty 4
Repair stand
Allen key setsqty 3
Tire leversqty 6
Bicycle chain lubricantqty 2
Spare inner tubesqty 12
Cable tiesqty 100

Equipment

Walkie-talkiesqty 6
Megaphone
Power banksqty 4
Extension cordsqty 3
Power stripsqty 3
Thermos flasksqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Pouring jugsqty 6

Kitchen

Coolersqty 6
Water dispensersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Storage binsqty 12
Serving plattersqty 8

Cleaning

Waste binsqty 8
Hand soap dispensersqty 3

Lighting

LED lampsqty 6
Flashlightsqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Nitrile glovesqty 50

Catering

Groceries

Tips

Drive the complete route before the event, even if you know the area. Note crossings, confusing turns, damaged surfaces and places where arrows or volunteers will be needed.
Set a registration deadline early enough to process entries and send participant information before the tour. Include the start time, route details, what riders should bring and where to check in.
Give every volunteer one defined position and a way to communicate. Charge walkie-talkies and power banks before setup, and make sure the registration, water and repair points can contact the start area.
Prepare repairs for common trail problems rather than relying on riders to bring everything. Keep pumps, Allen key sets, tire levers, chain lubricant, spare inner tubes and cable ties together and easy to reach.
Build the start area in a fixed order: registration desk first, then bike numbers, route information, water and food. Store chilled food in coolers and set out cups, dispensers and tables only after the route setup is complete.

Frequently asked questions

How far in advance should I organise a mountain bike tour?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the route concept, permit and start location, then open registration once those basics are confirmed.
How do I plan a safe mountain bike tour route?: Drive the full route before the event and check every crossing, steep section and junction. Mark unclear turns with route arrows or signs and place volunteers where signs alone may not be enough.
How much water do I need for a mountain bike tour?: Plan at least 1 litre of drinking water per rider, plus extra for volunteers and warm weather. Add water stations at practical points on longer routes rather than relying only on the start and finish.
When should I send information to mountain bike tour participants?: Send the main participant information at least 5 to 7 days before the tour. Send a final weather and logistics update 24 hours before the start if conditions or arrangements have changed.

Start this plan in Lizzt

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