How to organise a winter cycling tour

A winter cycling tour needs more than a route and a group of riders. Start by fixing the distance, start and finish locations, then build the plan around daylight, weather and safe stopping points. Give participants clear information before the day and check the route again close to departure. At the finish, plan for cold, wet people: warm soup, hot drinks, seating, lighting and a simple registration point make the difference.

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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
Determine the route and distance
2 people
2
Reserve start and finish location
3
Check route for hazards
2 people
4
Set an alternative route
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Send participant information
9
Check the weather forecast
10
Print participant list
11
Print route maps
12
Scout the bike route again
2 people
13
Test bike lights
2 people
14
Check bicycle tools
15
Do the shopping
2 people
16
Chill drinks and food
2 people
17
Prepare soup
2 people
18
Set out bread and toppings
2 people
19
Bring materials to the venue
3 people
20
Set up tables and chairs
3 people
21
Build party tents
4 people
22
Hang lighting
2 people
23
Place the start and finish sign
2 people
24
Place route arrows
3 people
25
Set up the registration table
2 people
26
Set out coffee and tea
2 people

Event

27
Receive participants
3 people
28
Carry out bike checks
2 people
29
Give safety instructions
2 people
30
Let groups depart
3 people
31
Staff route checkpoint
2 people
32
Refill drinks
2 people
33
Serve soup and bread
3 people
34
Register arriving cyclists
2 people
35
Support breakdowns
2 people
36
Receive the last participants
2 people

Aftercare

37
Remove route arrows
3 people
38
Take down materials
4 people
39
Collect waste
3 people
40
Wash dishes
2 people
41
Clean the venue
3 people
42
Return materials
2 people
43
Check batteries and lamps

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Coat racksqty 2

Tableware

Reusable mugsqty 60
Reusable cupsqty 60
Soup bowlsqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 4

Kitchen

Soup kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Soup ladlesqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Walkie-talkiesqty 6
Megaphone
Charging stationsqty 2

Lighting

LED string lightsqty 4
Work lightsqty 4
Headlampsqty 6
Rechargeable bike lightsqty 10

Sports equipment

Reflective vestsqty 12
Route arrowsqty 40
Route signsqty 8
Bike pumpsqty 4
Tire repair kitsqty 4
Spare inner tubesqty 10
Bike tool kitsqty 3
Ratchet strapsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Cleaning brushesqty 3
Mop setsqty 2

Catering

Groceries

Tips

Choose the route and distance before opening registration. Check the full course for hazards, steep sections and poorly lit stretches, then prepare one alternative route in case ice, flooding or roadworks make the original unsafe.
Send the participant information several days before the ride, including the meeting time, route distance, expected duration, clothing advice and what to do if the weather changes. Collect dietary requirements at registration rather than trying to solve them at the finish.
Check the forecast 48 hours before departure and make the final route decision on the day before the tour. Re-scout the route, confirm the arrows and signs are still visible, and adjust the briefing if daylight or conditions have changed.
Test every bike light before riders arrive and keep rechargeable lights, pumps, repair kits, spare inner tubes and bike tools at the start or finish. These items are easy to overlook because riders are expected to bring their own equipment.
Set up the finish before the first riders return: party tents, tables, chairs, coat racks, lighting, soup kettles, thermos flasks and serving equipment. Chill drinks and prepare the soup early enough that food service does not begin while volunteers are still unloading supplies.

Frequently asked questions

How far in advance should I organise a winter cycling tour?: Fix the route and reserve the start and finish location at least 6 to 8 weeks ahead. Open registration once the distance, capacity and alternative route are confirmed, and send final participant information 3 to 5 days before the ride.
How do I plan a safe route for a winter cycling tour?: Scout the complete route twice: once during planning and again 1 to 2 days before departure. Check for ice-prone sections, hazards, poor lighting and roadworks, and prepare one signed alternative route before invitations go out.
How much food and drink do I need after a winter bike ride?: Plan at least one bowl of soup and one hot drink per rider, with extra portions for volunteers and late arrivals. Prepare roughly 10% more than the registered number and confirm dietary requirements before shopping.
What time should setup start for a winter cycling tour?: Begin setup at least 2 hours before riders arrive, or 3 hours if tents, lighting and route signs need to be installed. Place the registration table, signs and route arrows first, then finish the food and drink station before check-in opens.

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.