Mountain bike ride checklist

A mountain bike ride needs more than a route and a start time. This checklist takes you from route planning and landowner permission to registrations, hazard marking, rider information and the finish area. It also covers the details that are often left too late: checking access again, sorting bib numbers, charging communication equipment and preparing repair supplies. Work through the plan in order so riders, volunteers and support teams know what to do before the first bike rolls out.

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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

Determine routes and distances
2 people
Reserve starting location
Request required permission
Coordinate the route with landowners
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
Check the route again
2 people
Mark hazard zones
3 people
Print directions
Print emergency numbers
Print participant list
Sort bib numbers
2 people
Check bicycle tools
2 people
Charge walkie-talkies
Do the shopping
3 people
Chill food and drinks
2 people
Prepare soup and bread
3 people
Assemble route packs
3 people
Make start and finish signs
2 people

Event

Set up the start area
6 people
Set up the bicycle parking
3 people
Place route arrows
5 people
Set up care stations
4 people
Set up the registration table
2 people
Register participants
4 people
Give starting instructions
2 people
Have participant groups start
3 people
Staff the care stations
6 people
Monitor the route and intersections
8 people
Refill drinks
2 people
Carry out bicycle repairs
2 people
Register arriving participants
2 people
Serve soup and bread
4 people
Clear the finish area
4 people

Aftercare

Remove route arrows
5 people
Clean the grounds
5 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 12
Benchesqty 4

Sports equipment

Bicycle racksqty 4
Route arrowsqty 80
Rolls of barrier tapeqty 6
Traffic conesqty 20
Bib numbersqty 60
Wristbandsqty 60
Bike pumpsqty 3
Repair standsqty 2
Spare inner tubesqty 20
Tire leversqty 10
Bike multi-toolsqty 6
Bike locksqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 10
Whistlesqty 8
Reflective vestsqty 12

Equipment

Walkie-talkiesqty 8
Power banksqty 6
Phone chargersqty 6
Extension cordsqty 4
Speaker
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2

Tableware

Reusable cupsqty 100
Reusable platesqty 70
Reusable cutleryqty 70
Serving traysqty 8

Kitchen

Thermos flasksqty 4
Serving spoonsqty 6
Cutting boardsqty 4
Kitchen knivesqty 6

Lighting

LED lampsqty 8
Extendable string lightsqty 4

Catering

Groceries

Tips

Confirm the route and a backup starting location before opening registration. Check access with landowners and request any required permission early enough to allow for changes.
Recheck the full route close to the ride date, not just the map. Mark hazard zones, place route arrows and use barrier tape or traffic cones where riders could miss a turn or enter a dangerous section.
Prepare participant information in one batch: confirmations, printed directions, emergency numbers and the participant list. Sort bib numbers and assemble route packs before setting up the start area.
Test every repair and communication item before volunteers arrive. Check pumps, repair stands, spare inner tubes, tyre levers, bike multitools and chains, then charge walkie-talkies, phones and power banks.
Plan the finish as carefully as the start. Set up bicycle racks, tents, tables and seating, and chill drinks in advance; prepare soup and bread early enough that finishers can eat without waiting.

Frequently asked questions

How far in advance should I plan a mountain bike ride?: Start route planning and permission requests at least 6 to 8 weeks before the ride. Open registration only after the route, access and backup starting location are reasonably secure.
How many spare inner tubes should I bring for a mountain bike ride?: Bring at least 1 spare inner tube for every 5 to 10 riders, plus tyre levers, pumps and multitools. For a remote or technical route, increase that to 1 tube per 5 riders and place repair support where it can be reached quickly.
When should I check the mountain bike route again?: Do a final route check 1 to 3 days before the ride and inspect it again on the morning if conditions have changed. Look specifically for fallen branches, water, damaged arrows and newly restricted access.
How much food and drink do I need for a mountain bike ride?: For the first hour, plan roughly 2 to 3 drinks per person, then add more for hot weather or a longer route. Prepare enough soup, bread and cooled drinks for every registered participant and include volunteers in the 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.