How to organise a Solex ride from start to finish

A Solex ride works best when the route, hire arrangements and barbecue plan are fixed in that order. Start by recording the date and route, then reserve the Solexes and starting location before inviting people. Once registrations come in, collect dietary requirements, group riders and send practical details. In the final week, check traffic safety, prepare an alternative route and confirm the weather. On the day, allow time for safety checks, route maps, drinks, toilets and the barbecue setup.

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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 Solexes
3
Reserve starting location
4
Reserve the barbecue area
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Check the route for traffic safety
2 people
10
Set an alternative route
11
Check the weather forecast
12
Send participants practical information
13
Check the shopping list
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Print route maps
17
Create participant groups
18
Charge music and phone
19
Check the location and toilet
2 people
20
Set up tables and chairs
3 people
21
Set up barbecue area
2 people
22
Lay out crockery and cutlery
2 people
23
Set up the buffet and drinks table
2 people
24
Prepare snacks and bread
2 people
25
Lay out barbecue tools
26
Check the Solex bikes and helmets
2 people

Event

27
Receive participants
2 people
28
Check attendance
29
Give safety instructions
2 people
30
Hand out helmets and vests
2 people
31
Adjust Solex settings
2 people
32
Take group photo
33
Guide the Solex tour
2 people
34
Set out drinks and snacks
2 people
35
Welcome participants after the ride
2 people
36
Refill drinks
37
Light the barbecue
2 people
38
Prepare barbecue dishes
3 people
39
Refill barbecue buffet
2 people
40
Serve coffee and tea
41
Turn in Solexes and helmets
2 people

Aftercare

42
Collect waste
2 people
43
Wash dishes and cutlery
2 people
44
Clear tables and chairs
3 people
45
Safely extinguish barbecue
2 people
46
Clean the venue
3 people
47
Check leftover food
48
Dry and store materials
2 people
49
Return borrowed materials
2 people

What to bring

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

Sports equipment

Solexesqty 12
Backup Solex
Bike helmetsqty 13
Safety vestsqty 13
Route mapsqty 15
Bicycle repair kit
Bike pump
Bike locksqty 6
Basic first aid kit

Furniture

Foldable tablesqty 4
Chairsqty 14
Waste binsqty 3

Equipment

Barbecue
Coolersqty 3
Portable speaker
Power banksqty 2
Charging cablesqty 3
Extension reel

Tableware

Platesqty 16
Dessert platesqty 16
Glassesqty 30
Coffee cupsqty 16
Cutlery setsqty 16
Serving boardsqty 4
Small bowlsqty 6

Kitchen

Barbecue tongsqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Thermos flasksqty 2
Chilled tablewareqty 2

Lighting

Outdoor string lightsqty 2
Battery lanternsqty 2

Cleaning

Washing-up tubsqty 2
Cleaning spongesqty 4
Hand brush and dustpan

Catering

Groceries

Tips

Reserve the Solexes and starting location before sending invitations. Keep one backup Solex available, and plan helmets, safety vests, locks and a repair kit for every group rather than leaving equipment to chance.
Check the route for traffic safety at least one week beforehand. Print route maps, choose an alternative route and share both the meeting point and expected riding time with participants before the event.
Close registrations several days before the ride so you can update the participant list and create balanced groups. Collect dietary requirements at the same time; asking on the day makes barbecue quantities and food choices harder to manage.
Check the weather forecast 48 hours before departure and send a final practical message. Include the start time, route information, clothing advice, contact details and what happens if the route changes.
Start setting up the barbecue area at least 60 minutes before the first riders return. Put drinks in coolers, prepare snacks and bread, check the toilet and location, and lay out tables, chairs, crockery and barbecue tools before the group arrives.

Frequently asked questions

How far in advance should I organise a Solex ride?: Book the Solexes and starting location at least 4 to 6 weeks ahead, especially for a larger group. Finalise registrations and dietary requirements about 7 days before the ride.
How many people should be in one Solex riding group?: Keep groups to roughly 6 to 10 riders so nobody gets separated in traffic. Leave a short gap between groups and nominate one person to lead and one to stay at the back.
When should I check the Solex route and prepare a backup?: Check the route for traffic safety at least 7 days before the event, then review roadworks and the weather again 48 hours beforehand. Print the backup route before participants arrive.
How early should I set up the barbecue after a Solex ride?: Begin the barbecue and drinks setup about 60 minutes before the expected return time. Chill drinks and prepare serving items in advance so food service does not start while people are still arriving.

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