How to organise a Solex ride without last-minute problems

A Solex ride needs more planning than simply booking enough bikes. Start with the date, route and two venues, then build the participant list before arranging catering and group assignments. The route should be checked in advance for hazards and traffic changes, and every rider needs clear instructions about timing, equipment and safety. The final checks are mostly practical: confirm deliveries, prepare repair gear, chill drinks and set up the start area before guests arrive.

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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 final venue
5
Reserve catering and dinner
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Update participant list
10
Scout the route in advance
2 people
11
Check route for hazards
2 people
12
Check traffic information
13
Create route map and group assignments
2 people
14
Inform participants about the route
15
Monitor the weather forecast
16
Create final participant list
17
Confirm Material Delivery
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare route signs
2 people
21
Assemble participant packs
2 people
22
Check first aid and repair kit
23
Chill and set out catering
2 people
24
Clean the start area
2 people
25
Set up the reception table
2 people
26
Set up tables and chairs
3 people
27
Build party tents
4 people
28
Set up the buffet and bar area
3 people
29
Hang decorations
2 people
30
Put up route signs
2 people
31
Check the Solexes for safety defects
3 people
32
Lay out helmets and vests
2 people

Event

33
Staff the registration desk
2 people
34
Receive participants
3 people
35
Hand out helmets and vests
2 people
36
Issue one Solex per participant
3 people
37
Give safety instructions
2 people
38
Assign groups and lead vehicles
2 people
39
Guide the Solex tour
5 people
40
Set up the break area
2 people
41
Serve break drinks
2 people
42
Guide those staying behind
2 people
43
Take back Solex scooters
3 people
44
Collect helmets and vests
2 people
45
Serve snacks
2 people
46
Set up the buffet
3 people
47
Serve dinner
4 people
48
Refill drinks
2 people
49
Serve coffee and tea
2 people
50
Provide music
51
Collect waste along the way
2 people

Aftercare

52
Tear down the buffet
3 people
53
Wash dishes and glasses
3 people
54
Clear tables and chairs
3 people
55
Take down party tents
4 people
56
Remove decorations
2 people
57
Take down route signs
2 people
58
Clean the grounds
3 people
59
Dispose of waste
2 people
60
Inventory materials
2 people
61
Return the Solex bikes and materials
2 people
62
Clean coolers and tools
2 people
63
Store leftovers
2 people
64
Send thank-you message

What to bring

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

Sports equipment

Solexesqty 30
Backup Solexqty 2
Bike helmetsqty 35
Reflective vestsqty 35
Route mapsqty 35
Hydration backpacksqty 5
Bike pumpsqty 3
Repair kitsqty 3
Spare inner tubesqty 6
Ratchet strapsqty 6
Safety vestsqty 6

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 36
Buffet tablesqty 3
High tablesqty 4
Coat racksqty 2

Tableware

Reusable drinking glassesqty 50
Reusable wine glassesqty 40
Platesqty 50
Soup bowlsqty 40
Cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Bread basketsqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3

Lighting

LED light stringsqty 4
Battery lanternsqty 6

Decorations

Route arrowsqty 12
Tableclothsqty 8
Balloonsqty 50
Name stickersqty 40
Markersqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Toilet paperqty 24

Catering

Groceries

Tips

Reserve the Solexes and both venues before sending invitations. Include at least one backup Solex and confirm when the bikes will be delivered or collected.
Scout the full route before the ride, not just the start and finish. Check road hazards, traffic information and places where groups can safely stop, then update the route map if needed.
Close registrations early enough to assign groups and order dinner accurately. Collect dietary requirements at the same time and issue the final participant list before the event day.
Prepare safety and repair equipment as one kit: helmets, reflective or safety vests, pumps, repair kits and spare inner tubes should be checked before loading anything.
Finish the start-area setup before riders arrive. Chill drinks, prepare participant packs and route signs, set out the reception table and keep first-aid and repair equipment easy to reach.

Frequently asked questions

How far in advance should I organise a Solex ride?: Start booking the Solexes and venues at least 6 to 8 weeks before the ride. Send invitations once the date, route outline and start and finish locations are confirmed, then close registrations early enough to order dinner.
How many spare Solexes do I need?: Plan for at least one backup Solex for a small or medium group, and more if the supplier recommends it for larger numbers. Confirm the backup is included in the delivery and is ready to use, rather than stored separately without inspection.
When should I check the Solex route?: Scout the route 1 to 2 weeks before the event, then check traffic information again during the final week. If roadworks, closures or hazards appear, update the route map and tell participants before the ride.
When should I prepare the food and drinks?: Buy non-perishable supplies 1 to 2 days beforehand and chill drinks the day before. Set out catering close to serving time, while the start area, tables, glasses and participant packs should be ready before the first riders arrive.

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