King's Day bike ride checklist
A King's Day bike ride needs more than a route and a group of cyclists. You’ll need to confirm start and finish points, check permissions, organise marshals and prepare for minor bike problems along the way. This checklist takes you from route planning and registration to the final setup of tents, tables, refreshments and signs. Use it to work out what must be done weeks ahead and what can wait until the day before.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Determine cycling route
2 people
Set start and finish locations
2 people
Check the route for safety
2 people
Apply for permits and notifications
Arrange bike parking
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Design route map
Print route map
Create the volunteer schedule
Assign traffic posts
2 people
Update participant list
Check the route again
2 people
Check bikes and helmets
2 people
Check the shopping list
Do the shopping
2 people
Prepare route signs
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare sandwiches
3 people
Set up tables
3 people
Build party tents
4 people
Set up the bike parking area
2 people
Hang decorations
3 people
Put up route signs
4 people
Place traffic cones
2 people
Connect the sound system
2 people
Set Up Registration Desk
2 people
Prepare first aid supplies
Brief volunteers
2 people
Event
Receive participants
4 people
Register participants
3 people
Hand out route maps
2 people
Give safety instructions
2 people
Guide the bike ride
6 people
Staff traffic posts
6 people
Check route points
2 people
Support breakdowns
2 people
Receive finishers
3 people
Serve drinks
3 people
Serve snacks
3 people
Provide music
Refill drinks
2 people
Empty trash bins
2 people
See off the last participants
2 people
Aftercare
Collect route signs
4 people
Clear away traffic cones
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Dry and sort materials
2 people
Return borrowed items
2 people
Handle lost and found
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 6
- Folding chairsqty 40
- Bicycle racksqty 8
- Registration desk
Tableware
- Reusable cupsqty 120
- Platesqty 80
- Cutlery setsqty 80
- Coffee cupsqty 40
Kitchen
- Thermos flasksqty 6
- Coolersqty 6
- Serving traysqty 8
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving spoonsqty 6
Equipment
- Sound system
- Microphoneqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Walkie-talkiesqty 8
- Power banksqty 4
- Mobile phonesqty 4
Sports equipment
- Bike pumpsqty 3
- Repair kitsqty 3
- Spare inner tubesqty 10
- Bicycle light setsqty 10
- Safety vestsqty 12
- Bike flagsqty 6
- Helmetsqty 10
- Traffic conesqty 20
- Barrier tapeqty 4
- Conesqty 20
- Route card holdersqty 80
- Clipboardsqty 6
- Markersqty 12
- Ballpoint pensqty 20
Lighting
- LED lampsqty 8
- Light Stripsqty 4
Decorations
- Orange pennantsqty 8
- Orange balloonsqty 100
- Tableclothsqty 6
- Route signsqty 24
- Arrow stickersqty 60
- Start/finish banner
- Wristbandsqty 80
Cleaning
- Waste binsqty 8
- Trash bagsqty 50
- Cleaning bucketsqty 3
- Cleaning glovesqty 6
- Dish brushesqty 3
- Microfiber clothsqty 12
- Broom setsqty 2
Catering
- Groceries
Tips
- Set the route and start and finish locations first, then check every section for crossings, narrow roads and places where riders may need directions. Recheck the route shortly before King's Day, because temporary roadworks or local events can change the safest option.
- Apply for permits or submit notifications as soon as the route is fixed. Allow at least 4–6 weeks for this step, and keep a written record of any conditions affecting marshals, signs or sound equipment.
- Plan one volunteer or traffic marshal for every busy crossing or decision point, then publish the schedule at least 7 days before the ride. Give each post a safety vest and provide walkie-talkies or another reliable way to contact the start and finish teams.
- Check bikes, helmets and lights before riders leave, rather than waiting for a problem on the route. Keep bike pumps, repair kits, spare inner tubes and extra bicycle light sets at the start or with the support team.
- Buy and chill drinks the day before, and prepare sandwiches and snacks in batches on the morning of the ride. For the finish area, allow roughly 2–3 drinks per rider for the first hour, plus enough reusable cups, plates and serving equipment for the full group.
Frequently asked questions
- How far in advance should I organise a King's Day bike ride?
- Start planning 6–8 weeks ahead. Fix the route and locations first, then allow at least 4–6 weeks for permits or notifications and recruit volunteers no later than 3 weeks before the ride.
- How many volunteers do I need for a King's Day bike ride?
- Plan for at least one volunteer at each busy crossing or route decision point, plus people for registration, refreshments and bike support. For a small ride, a practical starting point is 1 organiser, 2–4 route marshals and 2 finish-area helpers.
- What should I bring for bike repairs on the ride?
- Bring at least 1 pump, 2 repair kits and 2 spare inner tubes for every 20–30 riders, adjusting upward for a longer or remote route. Also check that riders have working helmets and lights before departure.
- When should I prepare food and drinks for a King's Day bike ride?
- Shop and chill drinks the day before. Prepare sandwiches and snacks on the morning of the ride, and set up tents, tables, registration equipment and route signs at least 60–90 minutes before the first riders arrive.
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