How to organise a randonnée ride

A randonnée ride needs more than a good route: you must make the course easy to follow, keep registration information accurate and prepare for riders who need help along the way. Start by fixing the distance, start and finish locations, then check the route in person before publishing it. After registrations close, confirm dietary requirements, test the route files and prepare rider packs, signs and support equipment. The final checks should cover weather, power, refreshments and emergency contacts.

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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
Map out the route and distances
2 people
2
Choose start and finish locations
2 people
3
Request route permit
4
Make a reservation for the start location
5
Create the route digitally
2 people
6
Drive the route in person
2 people
7
Note hazards along the route
2 people
8
Determine an alternative route
2 people
9
Publish participant form
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Send participant confirmations
14
Assign start numbers
2 people
15
Export route files
16
Test route files
2 people
17
Check the weather forecast
18
Print participant list
19
Print emergency numbers
20
Assemble starter packs
3 people
21
Do the shopping
2 people
22
Fill coolers
2 people
23
Check equipment
2 people
24
Sort route signs
2 people

Event

25
Prepare the start table
2 people
26
Set up the finish area
4 people
27
Set up party tents
4 people
28
Set up tables and chairs
3 people
29
Lay out route signs
2 people
30
Set up route signs
4 people
31
Set up checkpoints
4 people
32
Set up the bike repair station
2 people
33
Prepare coffee and tea
2 people
34
Prepare snacks
3 people
35
Chill drinks
2 people
36
Set Up Registration
2 people
37
Brief volunteers
2 people
38
Receive participants
3 people
39
Hand out race numbers
3 people
40
Explain the route and safety rules
2 people
41
Get participants started
3 people
42
Staff the checkpoints
6 people
43
Monitor the route and traffic situation
2 people
44
Refill drinks at checkpoints
3 people
45
Serve fruit and snacks
3 people
46
Support bike repairs
2 people
47
Register finishers
3 people
48
Welcome finishers
2 people
49
Serve the hot meal
4 people
50
Refill drinks
2 people
51
Serve diet meals
2 people
52
Clear away dishes
3 people
53
Check the Final Participants
2 people
54
Collect route signs
4 people
55
Unregister participants
2 people
56
Collect lost property
2 people
57
Check the bike parking
2 people
58
Perform final venue check
2 people

Aftercare

59
Collect waste
3 people
60
Clear tables and chairs
3 people
61
Take down party tents
4 people
62
Wash dishes
3 people
63
Clean the venue
3 people
64
Store materials dry
2 people
65
Empty and clean coolers
2 people
66
Count route signs
2 people
67
Return borrowed equipment
2 people
68
Store leftover food
2 people
69
Send participant results

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Bicycle racksqty 6
Waste binsqty 6

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Water jugsqty 12

Equipment

Coolersqty 8
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 4

Sports equipment

Route signsqty 45
Conesqty 20
Bib numbersqty 120
Steering wheel holdersqty 120
Bike pumpsqty 4
Tire leversqty 8
Allen key setsqty 4
Chain punchesqty 2
Spare inner tubesqty 20
Bike locksqty 4
Cable tiesqty 100
Markersqty 12
Waterproof route mapsqty 120
Reflective vestsqty 20
Flashlightsqty 8

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 4
Spongesqty 12
Hand broomsqty 2
Floor squeegeesqty 2
Cleaning bucketsqty 3

Catering

Groceries

Tips

Drive the full route before ride day and record hazards, difficult junctions and places where signs may be missed. Decide on an alternative route before you publish the participant form, not after a road closure occurs.
Set a registration deadline that leaves at least 7 days for processing entries, collecting dietary requirements and sending confirmations. Use the final list to assign bib numbers and print a paper backup.
Test every exported route file on the devices riders are likely to use. Keep waterproof route maps available as a fallback, because a downloaded file may fail or a phone battery may run flat.
Prepare signs, cones and reflective vests in route order so the marking team can load them without sorting at the start. Count signs against the route notes before leaving, especially for turns and hazards.
Plan the first hour of refreshments separately from the rest of the day: allow roughly 2 to 3 drinks per rider for that period, then fill coolers and check coffee equipment, extension cords and power strips before setup.

Frequently asked questions

How far in advance should I organise a randonnée ride?: Begin at least 8 to 12 weeks before the ride. That gives you time to secure the start location, request the route permit, inspect the course, open registration and order or prepare route materials.
When should I drive the randonnée route?: Drive the complete route 2 to 4 weeks before the event, then check it again during the final week for roadworks, hazards or changed access. Record an alternative route before sending final participant confirmations.
How many drinks do I need for a randonnée ride?: For the first hour, plan on about 2 to 3 drinks per rider, then add supplies for the expected duration and weather. Fill the coolers on the day and keep extra water available at the start and finish.
When should randonnée registrations close?: Close registrations at least 7 days before the ride if you need printed participant lists, bib numbers, starter packs and dietary planning. Earlier is safer when route files, catering or permits depend on the final rider count.

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