How to organise a river bike tour

Start with the route, not the refreshments. Record the distance, check where riders can safely stop, and reserve practical start and finish locations before inviting anyone. Once registrations are open, collect dietary requirements, share route files and assign volunteers based on the number of riders. The final week is for checking the forecast, inspecting bikes and equipment, preparing food and drinks, and making sure route markings, first-aid supplies and repair gear are ready.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Record route and distance
2 people
2
Reserve start and finish location
3
Set rest stops along the route
2 people
4
Create an alternative route for bad weather
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Send participant information
9
Create route files and route maps
2 people
10
Check the weather forecast
11
Create final participant list
12
Assign volunteers
13
Check bicycles and equipment
2 people
14
Do the shopping
2 people
15
Lay out route maps and wristbands
2 people
16
Prepare bike numbers
2 people
17
Chill drinks
2 people
18
Portion snacks and fruit
3 people
19
Prepare sandwiches
3 people
20
Fill first aid and repair bags
2 people
21
Charge phones and walkie-talkies

Event

22
Set up tables and tents
4 people
23
Mark off the start and finish area
2 people
24
Set up registration desk
2 people
25
Install bike racks
2 people
26
Put up route signs
3 people
27
Set up rest areas
4 people
28
Set up first aid and repair stations
3 people
29
Test the finish lighting
2 people
30
Prepare coffee and tea
2 people
31
Staff the reception desk
3 people
32
Register participants
3 people
33
Hand out wristbands and bike numbers
2 people
34
Explain the route and safety rules
2 people
35
Group participants
2 people
36
Take the start photo
37
Guide the first cycling group
2 people
38
Guide the middle group
2 people
39
Escort the final cycling group
2 people
40
Staff the rest stop at kilometer twenty
2 people
41
Staff the rest stop at kilometer forty
2 people
42
Hand out water and sports drinks
3 people
43
Hand out fruit and snacks
3 people
44
Refill drinks
2 people
45
Register incidents
46
Repair bikes
2 people
47
Provide first aid
2 people
48
Check route signs
2 people
49
Check in arriving participants
2 people
50
Serve finish-line drinks
2 people
51
Serve sandwiches
3 people
52
Serve vegetarian meals
2 people
53
Refill coffee and tea
54
Empty trash bins
2 people
55
Clear the finish area
4 people
56
Check out participants
2 people

Aftercare

57
Remove route signs
3 people
58
Clear the rest areas
4 people
59
Take down tents and tables
4 people
60
Clean the tableware and tools
3 people
61
Clean the venue
3 people
62
Dispose of waste
2 people
63
Store materials dry
2 people
64
Return borrowed materials
2 people
65
Collect lost property
66
Archive route file

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 20
Bicycle Racksqty 6
Waste binsqty 8

Sports equipment

Bike numbersqty 70
Wristbandsqty 70
Reflective vestsqty 12
Route arrowsqty 60
Securing strapsqty 100
Bike pumpsqty 4
Spare inner tubesqty 12
Tire leversqty 8
Bike multi-toolsqty 4
Tape kitsqty 6
Spare bicycle chainsqty 2
Locks for equipmentqty 6
Coolersqty 6
Water jerry cansqty 8
Insulating blanketsqty 10
First aid kitsqty 3
Safety scissorsqty 3

Equipment

Walkie-talkiesqty 8
Phone holdersqty 4
Power banksqty 6
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 8
Batteriesqty 24

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Serving plattersqty 10
Coffee potsqty 4

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Pliersqty 4
Ice packsqty 30

Decorations

Start banner
Finish banner
Directional signsqty 12

Cleaning

Dustpans and brushesqty 3
Bucketsqty 4

Catering

Groceries

Tips

Measure the route and record the distance before sending invitations. Mark rest stops at realistic intervals, and prepare a bad-weather alternative before registrations open so riders know there is a backup plan.
Set a registration deadline at least 7 days before the tour. Use the final participant list to assign volunteers, prepare bike numbers and wristbands, and estimate food, drinks and first-aid supplies.
Send participant information no later than 3 days before departure. Include the start time, route files, meeting point, expected distance, rest stops, what riders should bring and the procedure for bad weather.
Inspect bicycles and repair equipment during the final week, not on the morning itself. Check pumps, spare inner tubes, tire levers, multi-tools, tape kits and spare chains, then place them in clearly labelled repair bags.
Prepare food and the start area in separate stages on the day. Chill drinks, portion snacks and fruit, and prepare sandwiches before volunteers set up tables, tents, bike racks, the registration desk and route arrows.

Frequently asked questions

How far in advance should I organise a river bike tour?: Start planning at least 6 to 8 weeks ahead. Reserve the start and finish locations first, then allow time for route planning, registrations, volunteers, equipment and a weather backup.
How long should a river bike tour route be?: Choose the distance for the least experienced rider, rather than the fastest cyclist. For a mixed group, plan a rest stop roughly every 15 to 20 kilometres and allow extra time for repairs and regrouping.
When should I send the final information to participants?: Send the route files, meeting details and practical instructions at least 3 days before the tour. Close registrations about 7 days beforehand so you can create the final list and prepare food, drinks and materials.
What should I do if the weather forecast turns bad?: Check the forecast again 48 hours before departure and make the decision no later than 24 hours ahead. Use the prepared alternative route, postpone or cancel according to the conditions, and notify every participant immediately.

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.