How to organise a tandem ride

A tandem ride needs more preparation than a standard group cycle because every bike has two riders, one shared route and a fixed pairing. Start by choosing the distance, route and backup locations, then secure enough tandems before inviting people. After registrations close, match riders, collect emergency contacts and dietary requirements, and send practical instructions. The final checks are about safety and flow: ride the route yourself, mark rest points, prepare maps and signs, and set up the start area so 54 participants can leave without confusion.

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
Determine the route and distance
2 people
2
Reserve start and finish location
3
Reserve tandems
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Draft participant terms and conditions
2 people
8
Compile the participant list
9
Assign tandem pairs
2 people
10
Collect emergency contacts
11
Cycle the route beforehand
2 people
12
Set an alternative route
2 people
13
Check rest areas
2 people
14
Prepare route maps
2 people
15
Make route signs
2 people
16
Send participant information
17
Check cycling equipment
3 people
18
Do the shopping
2 people
19
Fill coolers
2 people
20
Sort route maps
21
Assemble participant packs
2 people

Event

22
Set up tandems
3 people
23
Clean the starting location
2 people
24
Set up tables and chairs
4 people
25
Build party tents
4 people
26
Hang decorations
2 people
27
Install lighting
2 people
28
Put up route signs
3 people
29
Chill drinks
2 people
30
Prepare snacks
3 people
31
Prepare the buffet
3 people
32
Set up the registration table
2 people
33
Hand out tandems and helmets
3 people
34
Register participants
2 people
35
Give bike instruction
2 people
36
Give the safety briefing
2 people
37
Take group photo
38
Guide the walk
4 people
39
Stock the rest area
2 people
40
Welcome participants at the finish
3 people
41
Refill drinks
2 people
42
Serve the buffet
3 people
43
Serve coffee and tea
2 people
44
Check in bicycles
3 people
45
See off the last participants
2 people

Aftercare

46
Collect waste
3 people
47
Wash dishes
3 people
48
Clear tables and chairs
4 people
49
Take down party tents
4 people
50
Clean the venue
3 people
51
Remove route signs
3 people
52
Clean bike equipment
3 people
53
Return rented tandems
2 people
54
Store remaining materials
2 people

What to bring

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

Sports equipment

Tandemsqty 16
Bike helmetsqty 32
Reflective vestsqty 32
Bike locksqty 16
Bicycle light setsqty 32
Bike repair kitsqty 3
Bike pumpsqty 3
Spare inner tubesqty 12
Tire leversqty 6
Multi-toolsqty 4
Bicycle parking racksqty 8
Route card holdersqty 16

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 35
Coat racksqty 2

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving traysqty 6
Thermos flasksqty 4

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Start banner
Tableclothsqty 6
Route signsqty 20

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving spoonsqty 6
Coolersqty 4
Water jugsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Sponge clothsqty 12

Catering

Groceries

Tips

Set the route before opening registration. Ride it in advance, record the distance and timing, and keep an alternative route ready in case of roadworks, bad weather or an inaccessible rest stop.
Reserve tandems as soon as you know the expected group size, plus a small buffer if possible. Check helmets, lights, locks, pumps and repair kits before participants arrive rather than discovering missing equipment at the start.
Close registrations early enough to pair riders properly. Match people by experience, pace and comfort, then share the tandem pairings, meeting time, route distance and participant terms at least 7 days before the ride.
Use the route ride-through to confirm every rest point and difficult section. Prepare route cards, holders and visible signs, and give the support team the alternative route and emergency contacts in one document.
Prepare the start area the day before when possible. Put tandems in departure order, sort participant packs and route cards, fill cool boxes, and leave enough space for tables, bicycle racks and a short safety briefing.

Frequently asked questions

How far in advance should I organise a tandem ride?: Start planning at least 6 to 8 weeks before the ride. Reserve the tandems and locations first, then allow 2 to 3 weeks for registrations, pairings, route checks and participant information.
How many tandems do I need for a group ride?: You need one tandem for every pair of riders, so 54 participants require 27 tandems. Reserve one or two additional tandems if the supplier allows it, especially when the route is long or repairs may be difficult.
When should tandem pairs be assigned?: Assign pairs after registrations close, ideally 7 to 10 days before departure. This gives you time to check experience and pace, confirm changes, and send each participant the correct pairing and practical details.
What should participants bring on a tandem ride?: Tell participants to bring suitable cycling clothes, water and any personal medication. Provide or confirm helmets, reflective vests, lights and repair equipment before the ride, and send the final checklist at least 3 days in advance.

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.