How to organize a mountain biking camp

A mountain biking camp combines route planning, camping and bike safety, so the order of your preparation matters. Start by confirming the campsite and checking whether your chosen routes need permits. Then build the programme around riding ability, daylight and supervision, while collecting emergency contacts, consent forms and dietary requirements before registrations close. In the final week, check bikes, helmets, weather and food, then set up the campsite and reception area before participants 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
Confirm date and location
2 people
2
Select mountain bike routes
2 people
3
Check route permits
4
Reserve a campsite
5
Create the program
2 people
6
Draft participant terms and conditions
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Collect emergency contacts
11
Collect consent forms
2 people
12
Check participant list
2 people
13
Assign groups and supervisors
3 people
14
Print route maps
15
Check the weather forecast
16
Send participant information
17
Do the shopping
3 people
18
Check bikes and helmets
3 people
19
Pick up tools and spare parts
2 people
20
Store food chilled
2 people
21
Bring materials to the venue
4 people
22
Inspect grounds and campsite
2 people
23
Set up the tents
5 people
24
Set up cooking area
3 people
25
Set up the reception desk
2 people
26
Mark off bicycle parking area
2 people
27
Prepare mountain bikes
3 people
28
Prepare lunch
4 people
29
Prepare safety equipment
2 people

Event

30
Register participants
3 people
31
Divide luggage and sleeping places
3 people
32
Explain camp rules
2 people
33
Conduct a bicycle safety check
4 people
34
Hand out helmets and vests
2 people
35
Give a technical clinic
3 people
36
Lead the warm-up
3 people
37
Guide the group ride
5 people
38
Staff the drink station
2 people
39
Clean bicycles
3 people
40
Serve dinner
4 people
41
Refill drinks
2 people
42
Supervise the evening game
3 people
43
Check bike lights
2 people
44
Lead the evening route
5 people
45
Clear away dinner and drinks
3 people
46
Assign the night watch
2 people
47
Prepare breakfast
3 people
48
Serve breakfast
4 people
49
Check tents and luggage
3 people
50
Guide the second group ride
5 people
51
Set up break area
2 people
52
Hand out lunch packages
3 people
53
Fix bicycle breakdowns
2 people
54
Final bicycle skills test
4 people
55
Unregister participants
2 people
56
Hand out luggage and bicycles
4 people

Aftercare

57
Take down tents
5 people
58
Load bicycles and equipment
4 people
59
Collect and sort waste
3 people
60
Clean the kitchen
3 people
61
Clean the restrooms
2 people
62
Leave the site clean
4 people
63
Record damage
2 people
64
Return materials
3 people
65
Return borrowed bicycles
2 people
66
Clean coolers and cooking equipment
2 people
67
Store leftover stock
2 people
68
Share participant photos
69
Return found items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Picnic benchesqty 4
Tableclothsqty 6
Clothes racksqty 2

Camping

Camping tentsqty 12
Sleeping matsqty 30
Sleeping bagsqty 30
Cushionsqty 30
Tent lightsqty 15
Herringqty 100
Guy ropesqty 24

Sports equipment

Mountain bikesqty 30
Bike helmetsqty 30
Reflective vestsqty 30
Bike glovesqty 30
Bottle holdersqty 30
Water bottlesqty 40
Route arrowsqty 40
Ribbon markingqty 4
Conesqty 20
Skipping ropesqty 6
Balance boardsqty 4
Bicycle standsqty 6

Equipment

Bike pumpsqty 6
Tire leversqty 12
Multi-toolsqty 6
Spare inner tubesqty 30
Bike repair standsqty 2
Cable tiesqty 100
Bicycle chain lubricantqty 4
Bike brushesqty 6
Bike locksqty 15
Flashlightsqty 15
Walkie-talkiesqty 8
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4

Kitchen

Gas burnersqty 3
Gas cylindersqty 4
Cooking potsqty 4
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Thermos flasksqty 6

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Serving traysqty 6

Lighting

String lightsqty 4
Battery lanternsqty 6

Safety

First aid kitsqty 3
Emergency blanketsqty 10
Whistlesqty 8
Emergency blanketsqty 10

Decorations

Welcome sign
Route mapsqty 35
Name badgesqty 35
Waterproof markersqty 12

Cleaning

Waste binsqty 6
Litter pickersqty 3
Bucketsqty 6
Washing-up tubsqty 4

Catering

Groceries

Tips

Choose routes before publishing the programme. Check permits, distance, elevation, surface and escape options, then divide riders into groups with a supervisor for each group.
Set a firm registration deadline at least 7 days before camp. Use the final list to collect emergency contacts, consent forms and dietary requirements instead of chasing missing information on arrival.
Plan each riding day with a start time, regrouping points and a backup option for bad weather. Print route maps and prepare route arrows, ribbon marking and cones before leaving for the campsite.
Inspect every bike and helmet before the first ride, not at the trailhead. Bring pumps, tire levers, multi-tools, spare inner tubes and repair stands so a puncture does not stop the whole group.
Finish the site setup before participants arrive: tents, sleeping mats, cooking area, reception desk and chilled food should be ready first. Keep tools and spare parts together and inspect tent lights, guy ropes and ground conditions in daylight.

Frequently asked questions

How far in advance should I plan a mountain biking camp?: Start route, permit and campsite planning at least 6 to 8 weeks before camp. Set the registration deadline about 7 days before arrival so you have time to assign groups and check documents.
How many supervisors do I need for a mountain biking camp?: Use at least one supervisor for each riding group, with groups sized for the route and the riders’ experience. Keep the group small enough that the last rider is always visible or can be checked at planned regrouping points.
What should I check before a mountain biking camp ride?: Check every bike’s tires, brakes, chain and controls, and make sure each rider has a correctly fitted helmet and water bottle. Complete this check before the first scheduled ride, allowing extra time for repairs or spare parts.
When should I send mountain biking camp information to participants?: Send the main participant information at least 5 to 7 days before camp, after the programme and routes are stable. Include arrival details, equipment requirements, group arrangements, weather guidance and the emergency contact process.

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