How to organize a barbecue bike ride

A barbecue bike ride has two separate parts to coordinate: the cycling route and the meal waiting at the finish. Start by fixing the route, rest stops, venue and timings before inviting people. Collect registrations and dietary requirements early, then use the final participant count for shopping, seating and drinks. On the day, leave enough time for signs, bike parking, barbecue safety and a registration point before the first riders 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
Send invitations
2
Plan the bike route
2 people
3
Check rest areas
2 people
4
Reserve venue
5
Process registrations
6
Collect dietary requirements
7
Confirm route and times
2 people
8
Check the weather forecast
9
Inform participants
10
Print route maps
11
Check cycling equipment
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Wash and cut vegetables
3 people
15
Portion the meat and meat substitutes
2 people
16
Prepare route signs
2 people
17
Bring materials to the venue
3 people
18
Set up tables and chairs
3 people
19
Set up party tents
4 people
20
Place barbecue safely
2 people
21
Set out tableware and cutlery
2 people
22
Set up the buffet and drinks table
2 people
23
Place route signs along the course
2 people
24
Set up bike racks
2 people
25
Prepare registration and name labels
2 people

Event

26
Light the barbecue
2 people
27
Receive participants
3 people
28
Give safety instructions
2 people
29
Let groups depart
3 people
30
Provide drinks at the rest stop
2 people
31
Welcome participants back on return
3 people
32
Refill drinks
2 people
33
Grill barbecue dishes
3 people
34
Restock the buffet
2 people
35
Serve food and drinks
3 people
36
Collect waste along the way
2 people

Aftercare

37
Put out barbecue
2 people
38
Clear tables and chairs
3 people
39
Wash dishes
2 people
40
Clean the venue
3 people
41
Collect route signs and bike racks
2 people
42
Take out the trash
2 people
43
Return materials
2 people
44
Store leftover food

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 36
Tableclothsqty 6
Bicycle racksqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Reusable cutleryqty 50
Coffee cupsqty 30

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 8
Serving tongsqty 6
Serving spoonsqty 6

Equipment

Barbecuesqty 2
Gas cylindersqty 2
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Clipboardsqty 3
Markersqty 6

Sports equipment

Bike pumpsqty 3
Bike repair kitsqty 3
Spare inner tubesqty 8
Reflective vestsqty 6
Route signsqty 12
Traffic conesqty 12
Route mapsqty 40
Bike locksqty 20

Decorations

Name labelsqty 40

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 6
Washing-up bowlsqty 3
Reusable cleaning clothsqty 12
Hand broomsqty 2
First aid kitsqty 2

Catering

Ice cube traysqty 4
Drink dispensersqty 2
Herb rack
Groceries

Tips

Set the route before sending invitations. Check every rest area, confirm the total riding time and mark places where cyclists can stop for water or repairs.
Close registrations at least 7 days before the ride. Use the final number to portion meat and meat substitutes, prepare vegetables, and calculate plates, cups and cutlery.
Check the weather forecast 48 hours before starting. This gives you time to inform participants, adjust timings and make sure party tents and sheltered seating are ready.
Prepare route signs, printed maps and reflective vests at least one day ahead. Put signs out shortly before the ride and collect them again when the last group has passed.
Set up the barbecue away from tables, tents and bike traffic, with gas cylinders and serving equipment ready before cooking begins. Chill drinks several hours in advance and keep a separate space for uncooked food.

Frequently asked questions

How far in advance should I plan a barbecue bike ride?: Start planning 4 to 6 weeks ahead, especially if you need to reserve a venue. Send invitations once the route, start time and finish location are confirmed.
How many drinks should I buy for a barbecue bike ride?: Allow at least 2 drinks per person for the first hour after the ride, then 1 drink per person for each additional hour. Add extra water because participants have been cycling.
When should I check the route and weather?: Check the route 1 to 2 weeks before the event and confirm it again 2 days beforehand. Check the weather forecast 48 hours before the start so participants can be informed in time.
How early should I set up the barbecue area?: Begin setting up tables, bike racks, signs and the registration point at least 2 hours before riders arrive. Light or prepare the barbecue only when the safe cooking area and fuel supply are ready.

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