How to organize an MTB tour

Organizing an MTB tour starts with a rideable route and ends with a clear plan for riders, volunteers and mechanical problems. Confirm the route, starting location, permissions, insurance and toilets before publishing the date. Once registration opens, use the numbers to plan food, drinks, bibs and staffing. The final week is for checking the route again, exporting route files, reviewing warnings and preparing arrows, tools and the start and finish area.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Determine and check route
2 people
2
Reserve starting location
3
Arrange permits and notifications
4
Reserve toilet facilities
5
Check insurance
6
Publish date and route
7
Send invitations
2 people
8
Open registrations
9
Recruit volunteers
2 people
10
Map traffic points
2 people
11
Scout the route again
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Send participant information
15
Assign volunteers
2 people
16
Export route files
17
Check the weather forecast
18
Check route warnings
2 people
19
Do the shopping
2 people
20
Check bikes and tools
2 people
21
Prepare race numbers
2 people
22
Sort route arrows
2 people
23
Fill coolers
2 people
24
Prepare the volunteers briefing
25
Set up the start and finish area
6 people
26
Mark out the route
6 people
27
Set up supply point
3 people
28
Set up the registration table
2 people
29
Mark bicycle parking area
2 people
30
Prepare first aid supplies
2 people
31
Brief volunteers
2 people

Event

32
Register participants
4 people
33
Hand out race numbers
3 people
34
Carry out bike checks
2 people
35
Give safety instructions
36
Guide the start
4 people
37
Staff route checkpoint
4 people
38
Distribute supplies
3 people
39
Refill drinks
2 people
40
Stock first aid bandages
2 people
41
Keep track of finish times
2 people
42
Serve the finisher meal
4 people
43
Hand out medals
2 people
44
Empty trash bins
2 people

Aftercare

45
Remove route arrows
4 people
46
Take down the start and finish area
6 people
47
Clean tableware and supplies
3 people
48
Clean the venue
4 people
49
Return borrowed materials
2 people
50
Handle deposit and waste disposal
51
Process lost property
52
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 12
Bicycle Racksqty 10
Waste binsqty 8

Sports equipment

MTB route arrowsqty 120
Conesqty 30
Barrier tapeqty 6
Bib numbersqty 120
Bib clipsqty 250
Finisher medalsqty 120
MTB pumpsqty 3
Spare inner tubesqty 20
Tire leversqty 6
Bike multi-toolsqty 4
Bike pump adaptersqty 4
Cable tiesqty 200
Spare chainsqty 4

Equipment

Handheld megaphone
Walkie-talkiesqty 8
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4

Lighting

LED work lightsqty 6
Rechargeable flashlightsqty 8

Tableware

Reusable cupsqty 180
Reusable platesqty 140
Reusable cutleryqty 140
Coffee potsqty 4
Serving spoonsqty 6

Kitchen

Coolersqty 6
Water jerry cansqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 8
Thermos flasksqty 4

Cleaning

First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Scout the route twice: once while planning it and again shortly before the tour. Record traffic points, damaged sections and places where arrows, cones or barrier tape are needed.
Set a registration deadline at least 7 days before the ride. Use the final number of riders to prepare bib numbers, finisher medals, drinks, food and reusable tableware instead of guessing.
Send participant information no later than 3 days before the MTB tour. Include the start time, route file, parking or arrival instructions, what riders should bring and how to report a problem on the course.
Brief volunteers before setup starts, with one clear assignment per person. Cover traffic points, route marking, radio communication, the start and finish area, first response and what to do if a rider has a mechanical issue.
Prepare a small repair point with pumps, adapters, spare inner tubes, tire levers, multi-tools and cable ties. Check these items before loading the event equipment; a missing adapter or flat pump can delay several riders at once.

Frequently asked questions

How far in advance should I organize an MTB tour?: Start route checks, location reservations, permits and insurance at least 8 to 12 weeks before the tour. Open registration once the route and date are confirmed, then close it about 7 days before the event so you can plan supplies and volunteers.
How many volunteers do I need for an MTB tour?: Use at least one volunteer for each fixed traffic point, plus people for registration, the start and finish area, route support and the repair point. Confirm the final roster 3 to 5 days before the tour and give everyone a written assignment.
When should I mark an MTB route?: Do the final route marking on the day before the tour or early on the event day, depending on access and local rules. Recheck the full route afterward, because arrows can be moved or missing within a few hours.
What should I check the day before an MTB tour?: Check the weather forecast, route warnings, bikes and tools, route arrows, bibs, radios, power banks, coolers and the start and finish equipment. Finish this check by the evening before the tour so there is still time to replace missing items.

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.