How to organize a mountain bike ride

Start by fixing the date, route and starting location before inviting anyone. Then check permits, landowner approval, insurance and the practical limits of the route. Registration should collect participant details and dietary requirements early enough to plan food, volunteers and equipment. In the final week, scout the route again, mark hazards, confirm the forecast and test the start area. A reliable bike breakdown plan and clear emergency contacts prevent small problems from stopping the ride.

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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
Record date and route
2 people
2
Reserve starting location
3
Check permits
4
Notify landowners of the route
5
Check insurance and liability
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Send participant information
2 people
11
Share the route digitally
12
Assign volunteers to stations
2 people
13
Record first aid contacts
14
Set up a bicycle breakdown plan
2 people
15
Scout the route again
2 people
16
Mark dangerous route points
2 people
17
Check the weather forecast
18
Inventory supplies
2 people
19
Check the shopping list
2 people
20
Do the shopping
2 people
21
Check bikes for distribution
2 people
22
Print emergency numbers
23
Print route maps
24
Prepare race numbers
2 people

Event

25
Check the Starting Area
2 people
26
Build party tents
4 people
27
Set up tables and chairs
3 people
28
Place route arrows
4 people
29
Set up water station
2 people
30
Set up first aid and breakdown post
2 people
31
Cord off the bike parking area
2 people
32
Set up the registration table
2 people
33
Prepare coffee and tea
2 people
34
Receive participants
3 people
35
Hand out race numbers
2 people
36
Check bike lights
2 people
37
Give safety instructions
2 people
38
Lead the group start
3 people
39
Guide the lead bike
2 people
40
Guide the rear rider
2 people
41
Staff the water station
2 people
42
Refill drinks
2 people
43
Check route arrows
2 people
44
Support breakdowns
2 people
45
Record the finish
2 people
46
Welcome finishers
3 people
47
Serve the hot meal
4 people
48
Serve coffee and tea
2 people
49
Turn on lighting
50
Bring in the last participants
2 people

Aftercare

51
Remove route arrows
3 people
52
Wash dishes
3 people
53
Collect waste
3 people
54
Clear tables and chairs
3 people
55
Take down tents
4 people
56
Clean the start area
3 people
57
Dry and clean equipment
2 people
58
Return borrowed equipment
2 people
59
Check route for damage
2 people
60
Register lost and found items
61
Share participant photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Bicycle racksqty 4

Sports equipment

Mountain bikesqty 4
Spare helmetsqty 6
Route arrowsqty 80
Barrier tapeqty 6
Bib numbersqty 50
Race bib strapsqty 50
Bike repair standqty 2
Bike pumpsqty 4
Tool setsqty 3
Spare inner tubesqty 12
Bicycle light setsqty 6
Reflective vestsqty 12
Cable tiesqty 100
Cable tie cutterqty 2
First aid kitsqty 3
Emergency blanketsqty 10
Disposable glovesqty 30
Conesqty 20
Crowd control barriersqty 8
Route card holdersqty 4

Equipment

Walkie-talkiesqty 8
Mobile phonesqty 2
Power banksqty 4
Extension cordsqty 4

Lighting

LED lampsqty 6
Battery lanternsqty 6

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 3
Kitchen knivesqty 4
Serving spoonsqty 6
Water jerry cansqty 6
Washing-up tubsqty 3

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3

Catering

Groceries

Tips

Set the route and starting location first, then check permits, landowner notifications and liability cover before opening registration. Participants need a confirmed route, not a provisional one.
Send participant information at least 3–5 days before the ride. Include the digital route, start time, meeting instructions, emergency numbers and what riders should bring.
Assign volunteers to stations with walkie-talkies or charged mobile phones. Give each station a specific position, contact number and escalation plan before the day starts.
Scout the full route again during the final week and mark dangerous points with route arrows, barrier tape or other visible signs. Recheck crossings and unclear sections after heavy rain.
Prepare bike support at the start and, if needed, along the route. Check pumps, tools, spare inner tubes, helmets, lights and power banks before loading the equipment.

Frequently asked questions

How far in advance should I plan a mountain bike ride?: Fix the date and route at least 6–8 weeks ahead if permits, landowners or a larger volunteer team are involved. Open registration only after the route and starting location are reasonably secure.
How many volunteers do I need for a mountain bike ride?: Plan at least one responsible volunteer for each staffed station, plus one person coordinating the ride and one person handling bike breakdowns. Add extra cover for busy crossings or groups above 30 riders.
When should I check the mountain bike route again?: Scout it once during the planning phase and again within 7 days of the ride. Check it a final time after severe weather, because fallen branches, flooding and damaged markings can change the safety of the route.
What should I include in the participant information?: Send the route, meeting point, start time, expected duration, emergency numbers, safety instructions and equipment requirements 3–5 days beforehand. Include dietary information or meal arrangements if food is provided.

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.