How to organise a summer bike tour

A summer bike tour needs more than a route and a date. Start by fixing the start and finish points, checking the route, and arranging any reservations before you invite riders. Once registrations come in, collect dietary requirements, prepare route information and plan food, drinks, repairs and safety support around the expected group size. The final setup works best when registration, signage, rest areas and refreshments are handled in that order.

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
Check the route one last time
2 people
2
Record start and finish points
3
Make reservations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Prepare route maps
2 people
9
Share the route digitally
10
Check the weather forecast
11
Check Bicycle Repair Kit
12
Do the shopping
3 people
13
Sort route arrows
2 people
14
Prepare materials
2 people
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Open the starting location
2 people
18
Build party tents
4 people
19
Set up tables and chairs
3 people
20
Place route arrows
3 people
21
Set up a rest area
2 people
22
Set up the registration table
2 people
23
Prepare safety equipment
2 people
24
Prepare coffee and tea
2 people

Event

25
Staff the registration table
2 people
26
Register participants
2 people
27
Hand out route maps
2 people
28
Guide departures
2 people
29
Staff the rest area
3 people
30
Hand out water and snacks
2 people
31
Refill drinks
2 people
32
Assist with bike repairs
2 people
33
Check route arrows
2 people
34
Register arrival
2 people
35
Serve snacks and sandwiches
3 people
36
Serve coffee and tea
2 people
37
Turn on lighting
38
Receive the last participants
2 people

Aftercare

39
Remove route arrows
3 people
40
Collect waste
3 people
41
Wash dishes
2 people
42
Clear tables and chairs
3 people
43
Take down party tents
4 people
44
Clean the venue
3 people
45
Empty and clean coolers
2 people
46
Inventory materials
2 people
47
Return borrowed materials
2 people
48
Process route maps

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 40
Beer tablesqty 4
Registration desk

Tableware

Reusable cupsqty 100
Platesqty 70
Coffee cupsqty 50
Cutlery setsqty 70
Serving jugsqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 3

Sports equipment

Route arrowsqty 80
Conesqty 20
Bike pumpsqty 3
Tire repair kitsqty 4
Spare inner tubesqty 12
Multi-toolsqty 3
Cable tiesqty 100
Reflective vestsqty 12
Route signsqty 10
Clipboardsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

Buntingqty 6
Tableclothsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Hand broomsqty 2

Safety

First aid kitsqty 2
Flashlightsqty 4
Mobile phonesqty 3

Catering

Groceries

Tips

Confirm the route and start and finish points before sending invitations. Check the route again close to the event, because roadworks, closures or changed access can affect signs and rest stops.
Close registration early enough to update the participant list and collect dietary requirements. Use the final number to plan snacks, drinks, cups, plates and seating rather than estimating on the morning.
Share the route digitally before the tour and prepare printed route maps as a backup. Sort route arrows and signs in the order they are placed, so volunteers do not have to search through them at each junction.
Check the weather forecast the day before and prepare the starting area accordingly. Put up party tents, arrange the registration desk, tables and chairs, and leave enough time for drinks and snacks to be chilled or prepared.
Keep repair and safety equipment at the start and at the rest area, not buried in general supplies. Check pumps, tire repair kits, spare inner tubes, multi-tools, cones and reflective vests before riders arrive.

Frequently asked questions

How far in advance should I organise a summer bike tour?: Start planning at least 6 to 8 weeks before the tour. Send invitations only after the route, start and finish points, reservations and basic safety arrangements are confirmed.
When should registration close for a summer bike tour?: Close registration 5 to 7 days before the event. That gives you time to update the participant list, collect dietary requirements and buy the right amount of food, drinks and disposable supplies.
How much food and drink do I need for a summer bike tour?: Plan quantities from the final participant count, with drinking water available at both the start and the rest area. Prepare snacks for every rider and add roughly 10% extra for volunteers, late additions and hot weather.
When should I check the route before the bike tour?: Do a final route check 1 to 2 days before the tour, then confirm the start and finish points on setup day. This catches closures, damaged signs and access problems before riders set off.

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.