How to organise an ultra bike ride

An ultra bike ride needs more than a long route and a start time. Begin by fixing the distance, route and starting location, then check permits, traffic measures and insurance before opening registration. Once riders are signed up, organise first aid, volunteers, route information and bike support in that order. The final week is about confirmations, weather checks, signage, food, lighting and getting every material to the venue.

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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 starting location
3
Check permits
4
Coordinate traffic measures
2 people
5
Check insurance
6
Open registration form
7
Send invitations
2 people
8
Publish route online
9
Recruit volunteers
2 people
10
Reserve first aid support
11
Process registrations
2 people
12
Collect dietary requirements
13
Send participant information
14
Assign start numbers
2 people
15
Check route file
2 people
16
Check the weather forecast
17
Confirm reservations
18
Prepare the bike parking
2 people
19
Sort route signs
2 people
20
Do the shopping
3 people
21
Fill coolers
2 people
22
Lay out bib numbers
2 people
23
Distribute route file
24
Bring materials to the venue
4 people
25
Build the start arch
3 people
26
Set up registration tables
3 people
27
Set up the bicycle parking
3 people
28
Put up route signs
4 people
29
Set up supply stations
6 people
30
Set out first aid supplies
2 people
31
Test sound system
2 people
32
Chill drinks
3 people
33
Prepare snacks
4 people
34
Brief volunteers
2 people

Event

35
Check in participants
5 people
36
Check bikes and helmets
3 people
37
Give the start briefing
2 people
38
Get participants started
4 people
39
Staff supply stations
8 people
40
Check the route and traffic points
3 people
41
Refill drinks
3 people
42
Restock fruit and snacks
3 people
43
Assist with bike repairs
2 people
44
Handle first aid requests
2 people
45
Register trailing riders
2 people
46
Register incoming participants
3 people
47
Give finisher medals
3 people
48
Serve finisher drinks
3 people
49
Serve the hot meal
5 people
50
Inform participants about closing
51
Guide the last participants
2 people

Aftercare

52
Collect route signs
4 people
53
Tear down the venue
5 people
54
Dismantle the bike parking
3 people
55
Collect waste
4 people
56
Wash dishes
3 people
57
Clean the venue
4 people
58
Inventory materials
2 people
59
Return borrowed materials
2 people
60
Process lost property
61
Send participant message
62
Record damage and incidents
2 people
63
Complete financial administration

What to bring

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

Furniture

Party tentsqty 4
Folding tablesqty 12
Chairsqty 30
Bicycle Racksqty 60
Waste binsqty 12
Clothing rack

Equipment

Sound system
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 10
Powerful bike pumpsqty 6
Battery pumpsqty 2
Charging stationsqty 4
Walkie-talkiesqty 12
Power banksqty 8

Lighting

Work lightsqty 6
Headlampsqty 12
String lightsqty 4

Sports equipment

Route signsqty 80
Directional signsqty 40
Bib numbersqty 130
Race bib strapsqty 130
Medalsqty 120
Bicycle light setsqty 20
Reflective vestsqty 20
Repair standsqty 4
Bike repair kitsqty 8
Spare inner tubesqty 40
Tire leversqty 20
Bike locksqty 8
Chain oilqty 6
Cable tiesqty 200
Marking chalkqty 12
Traffic conesqty 30
Barrier tapeqty 8
Route arrowsqty 60
Clipboardsqty 8
Stamp cardsqty 130
Waterproof markersqty 20
First aid kitsqty 4
Emergency blanketsqty 20
Ice packsqty 20
Nitrile glovesqty 200
Flashlightsqty 8
Safety vestsqty 20

Tableware

Reusable cupsqty 250
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Thermos flasksqty 8
Serving traysqty 12

Kitchen

Kettlesqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 8
Soup ladlesqty 6
Food warmersqty 6
Food containersqty 12
Ice packsqty 30

Cleaning

Cleaning bucketsqty 6
Dish brushesqty 8
Hand soap dispensersqty 6
Towelsqty 20
Dustpan and brushqty 4
Mopsqty 6
Spongesqty 20
Disinfectant sprayqty 6

Decorations

Start flagsqty 4
Finish flagsqty 4
Bannersqty 8

Catering

Groceries

Tips

Set the route and distance before inviting riders. Publish one checked route file online, and send the final version with participant information rather than relying on last-minute updates.
Treat safety as a separate workstream: confirm insurance, permits, traffic measures and first aid support several weeks before the ride. Recruit volunteers early enough to cover the start, route points and finish.
Plan the rider flow at the start. Prepare bib numbers, route files, bicycle parking, pumps, repair stands and charging stations so riders are not queuing for the same service at once.
Do not leave food and drink until the final day. Collect dietary requirements during registration, shop to match the confirmed rider count, and fill the coolers shortly before opening so supplies stay cold.
Walk through the venue after dark before ride day. Check extension cords, power strips, work lights, headlamps, walkie-talkies and the start arch; these are easy to overlook when the daytime setup looks complete.

Frequently asked questions

How far in advance should I organise an ultra bike ride?: Start route, venue and permit planning at least 8 to 12 weeks before the ride. Open registration only after the route, insurance and key safety arrangements are confirmed.
How do I plan support for an ultra bike ride?: Assign volunteers to the start, finish and each support point, then give team leads a walkie-talkie and written instructions. Confirm first aid support and bike repair supplies at least 2 weeks beforehand.
What should I send participants before an ultra bike ride?: Send the final route file, start time, bib number instructions, parking details, equipment guidance and safety information 5 to 7 days before the ride. Send urgent weather or route changes separately on the day before.
When should I put up route signs for an ultra bike ride?: Sort the signs before event day and place them during a route check, usually 2 to 4 hours before riders start. Recheck junctions after setup, especially where directional signs can be hidden by traffic or vegetation.

Start this plan in Lizzt

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