How to organize a dike bike ride

Start with the route, not the refreshments. Confirm a start and finish location, inspect the route for hazards and prepare an alternative before you open registration. Then arrange permits, insurance, participant information and practical support for bikes. In the final week, check the forecast, print the route materials, prepare food and drinks, and assign people to specific event-day jobs.

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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 cycling route
2 people
2
Check the route for hazards
2 people
3
Set an alternative route
2 people
4
Confirm the start and finish location
5
Check permits
6
Check insurance
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Send participant information
11
Make reservations
12
Have the route map printed
13
Check the weather forecast
14
Send bike check instructions
15
Print participant list
16
Prepare route signs
2 people
17
Prepare race numbers
2 people
18
Check bicycle tools
19
Check first aid supplies
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Assemble lunch packs
3 people
24
Sort route maps
2 people
25
Bring materials to the venue
3 people
26
Set up tables
3 people
27
Build party tents
4 people
28
Set up the registration desk
2 people
29
Set up the finish desk
2 people
30
Hang decorations
2 people
31
Put up route signs
3 people
32
Prepare the rest area
3 people
33
Place waste bins
2 people
34
Test sound system
2 people
35
Give volunteer briefing
3 people

Event

36
Receive participants
4 people
37
Register attendance
2 people
38
Hand out race numbers
2 people
39
Explain the route and safety rules
2 people
40
Dismiss group
3 people
41
Let the rear rider leave
42
Staff the rest area
3 people
43
Serve coffee and tea
2 people
44
Serve snacks
2 people
45
Refill drinks
2 people
46
Check the route
2 people
47
Support participants by phone
2 people
48
Receive finishers
3 people
49
Update finish registration
2 people
50
Serve dinner
4 people
51
Provide music
52
Collect lost property
53
Remove route signs
3 people
54
See participants off
2 people
55
Do final count
2 people

Aftercare

56
Clear away food and drinks
3 people
57
Wash dishes
3 people
58
Collect waste
3 people
59
Clear tables and chairs
4 people
60
Take down party tents
4 people
61
Clean the venue
3 people
62
Return materials
3 people
63
Empty coolers
2 people
64
Return borrowed items
2 people
65
Store route signs
2 people
66
Handle lost and found
67
Send participant message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 12
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 10

Sports equipment

Route arrowsqty 30
Route signsqty 12
Bib numbersqty 60
Safety vestsqty 12
Bike pumpsqty 4
Tire leversqty 8
Inner tubesqty 12
Bike repair kitsqty 4
Cable tiesqty 100
Wheelchair-accessible ribbonqty 4
Reflective tapeqty 4
Bike locksqty 20

Tableware

Reusable drinking cupsqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 4
Bottle openersqty 4

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

LED light stringsqty 4
Rechargeable lanternsqty 6

Cleaning

Waste binsqty 8
Hand broomsqty 2
Litter pickersqty 4
Bucketsqty 4
Spongesqty 8
Washing-up basinsqty 6
Hand soap dispensersqty 4
First aid kitsqty 2
Flashlightsqty 4

Decorations

Buntingqty 6
Balloonsqty 60
Chalkboardsqty 4
Chalk markersqty 8

Catering

Groceries

Tips

Inspect the full route by bike or car at least 7 days before the ride. Mark narrow sections, poor surfaces, difficult crossings and places where route arrows or safety vests are needed.
Set registration deadlines early enough to order food and prepare lunch packs. Collect dietary requirements with each registration and send the final participant information at least 3 days before the ride.
Prepare route arrows, signs, maps and bib numbers in separate labelled bundles. Count them against the participant list before loading the materials, because missing signs are difficult to replace once riders have started.
Create one bike-support point at the start or finish with pumps, tire levers, inner tubes, cable ties and repair kits. Check every tool the day before and keep a small first-aid kit with the support team.
Plan the first hour of refreshments separately from the rest of the day: allow 2 to 3 drinks per rider for that hour, then chill the remaining drinks and keep food covered until the scheduled break.

Frequently asked questions

How far in advance should I plan a dike bike ride?: Start route planning and location checks at least 6 weeks before the ride. Use the final 7 days for the route inspection, weather check, printing and packing.
Do I need a permit for a dike bike ride?: Check permit requirements as soon as the route and start location are known, ideally 6 weeks ahead. Allow at least 2 weeks for any application or follow-up, and verify insurance at the same time.
What information should I send participants before the ride?: Send the route, start time, meeting point, finish arrangements, safety instructions, weather advice and what to do if their bike has a problem. Send the complete information at least 3 days before the event and include a deadline for questions.
How much food and drink do I need for a bike ride?: Base quantities on confirmed registrations plus a small reserve, and prepare dietary alternatives from the collected requirements. For the first hour, plan 2 to 3 drinks per person; chill drinks in advance and assemble lunch packs after the final count.

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.