Mountain Bike Ride Checklist

A mountain bike ride needs more than a route and a start time. You need to secure the starting location, check permits and insurance, brief riders, prepare volunteers and plan for injuries or bike breakdowns. This checklist covers the work from choosing the route through setting up the start area. It also helps you catch details that are often left until the last day, such as route markers, emergency numbers, spare tubes, lighting and weather checks.

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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

Record date and route
2 people
Reserve starting location
Check permits
Notify landowners of the route
Check insurance and liability
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Share the route digitally
Assign volunteers to stations
2 people
Record first aid contacts
Set up a bicycle breakdown plan
2 people
Scout the route again
2 people
Mark dangerous route points
2 people
Check the weather forecast
Inventory supplies
2 people
Check the shopping list
2 people
Do the shopping
2 people
Check bikes for distribution
2 people
Print emergency numbers
Print route maps
Prepare race numbers
2 people

Event

Check the Starting Area
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Place route arrows
4 people
Set up water station
2 people
Set up first aid and breakdown post
2 people
Cord off the bike parking area
2 people
Set up the registration table
2 people
Prepare coffee and tea
2 people
Receive participants
3 people
Hand out race numbers
2 people
Check bike lights
2 people
Give safety instructions
2 people
Lead the group start
3 people
Guide the lead bike
2 people
Guide the rear rider
2 people
Staff the water station
2 people
Refill drinks
2 people
Check route arrows
2 people
Support breakdowns
2 people
Record the finish
2 people
Welcome finishers
3 people
Serve the hot meal
4 people
Serve coffee and tea
2 people
Turn on lighting
Bring in the last participants
2 people

Aftercare

Remove route arrows
3 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
3 people
Take down tents
4 people
Clean the start area
3 people
Dry and clean equipment
2 people
Return borrowed equipment
2 people
Check route for damage
2 people
Register lost and found items
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

Confirm the route and starting location before opening registration. Check permits, insurance and landowner notifications first, because changes after riders have signed up create extra work.
Send participants the route digitally and include practical information before the ride. Record dietary requirements early, then prepare printed route maps and emergency numbers for the event team.
Scout the route again close to the event, even if you already know it. Mark dangerous points, check whether arrows and barrier tape are still needed, and adjust the briefing if conditions have changed.
Set up a clear repair and first-aid response plan. Assign volunteers to stations, record first-aid contacts, and place pumps, tools, spare inner tubes and a bike repair stand where they can be reached quickly.
Do the final inventory and weather check no later than the day before. Pay particular attention to spare helmets, bicycle lights, reflective vests, walkie-talkies, power banks and the equipment needed at the starting area.

Frequently asked questions

How far in advance should I plan a mountain bike ride?: Start at least 6 to 8 weeks ahead for a group ride. That gives you time to confirm the route, starting location, permits, insurance, landowner notifications and volunteer coverage before registration opens.
What should I send mountain bike riders before the event?: Send the route, meeting instructions, start time, safety information and contact details at least 7 days before the ride. Include any food information you collected and resend a short weather and equipment reminder 24 to 48 hours beforehand.
How many volunteers do I need for a mountain bike ride?: Assign at least one volunteer to every staffed station, plus one person coordinating the route and one person handling emergencies. Add cover for rest breaks so no station is left unattended during the ride.
What bike repair supplies should I prepare for a group ride?: Prepare pumps, tool sets, spare inner tubes, cable ties and a repair stand at the start or a designated support point. Check the equipment 1 to 2 days before the ride and make sure volunteers know who can respond to a breakdown.

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.