Mountain bike ride checklist

A mountain bike ride needs more than a marked route and a start time. You need to confirm the starting location, permits, GPX route and registrations before you can plan volunteers, checkpoints and safety cover. In the final days, focus on route signs, bike repairs, participant information, food, drinks and charged communication devices. This checklist follows the practical order so you can see what must be ready before riders 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

Reserve starting location
Check permits
Record route and GPX file
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Approach volunteers
2 people
Inspect route
3 people
Record risk points
2 people
Create an emergency plan and contact list
2 people
Send participant information
Assign route checkpoints
2 people
Check equipment
2 people
Pick up missing materials
2 people
Print route signs and numbers
Determine portions and dietary options
2 people
Do the shopping
2 people
Prepare snacks and toppings
3 people
Chill drinks
2 people
Charge communication devices
Pack repair supplies
2 people
Assemble route packs
2 people
Load transport
3 people
Set up the site and tents
5 people
Set up tables and chairs
3 people
Mark out the route
6 people
Set up rest areas
4 people
Set Up Registration
2 people
Set up the first aid and repair point
2 people
Brief volunteers
3 people

Event

Register participants
3 people
Hand out race numbers
2 people
Give the safety briefing
2 people
Let groups depart
3 people
Staff route checkpoints
6 people
Stock the rest stops
4 people
Support repairs
2 people
Provide first aid
2 people
Register finishers
2 people
Serve sandwiches and fruit
3 people
Refill drinks
2 people
Check route against participants
2 people
Bring in the last participants
2 people
Provide the results and thanks
2 people

Aftercare

Remove route signs
5 people
Take down tents and furniture
5 people
Collect waste
3 people
Clean dishes and materials
3 people
Leave venue clean
3 people
Return materials
2 people
Check route arrows and tape
3 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 12
Waste binsqty 6

Sports equipment

Route arrowsqty 60
Barrier tapeqty 12
Bib numbersqty 40
Wristbandsqty 40
Traffic conesqty 20
Bicycle racksqty 4
Bike pumpsqty 4
Spare inner tubesqty 20
Tire leversqty 10
Bike multitoolsqty 6
Chain oilqty 2
Cable tiesqty 200
Safety vestsqty 12
Whistlesqty 6
First aid kitsqty 2
Emergency blanketsqty 10
Cold packsqty 12

Equipment

Walkie-talkiesqty 8
Megaphone
Tabletsqty 2
Printer
Extension cordsqty 3
Power stripsqty 3

Lighting

Battery lampsqty 6

Catering

Coolersqty 4
Thermos flasksqty 4
Groceries

Tableware

Reusable cupsqty 100
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 4
Coffee machinesqty 2

Cleaning

Dustpans and brushesqty 2
Mopsqty 2

Tips

Inspect the full route before the ride and record hazards such as loose surfaces, steep sections and crossings. Mark each risk point in the emergency plan and give checkpoint volunteers clear instructions.
Send the GPX file and participant information several days before the ride, not on the morning itself. Include the meeting point, start time, route expectations, emergency contact details and any food or registration information riders need.
Set up a visible repair point with pumps, spare inner tubes, tire levers, multitools, chain oil and cable ties. Check these supplies before loading transport; small repair items are easy to overlook and difficult to replace once riders are on the route.
Assign every checkpoint to a named volunteer and provide a way to communicate with the start location. Charge walkie-talkies and other devices the day before, then keep a backup contact list at the main site.
Prepare snacks and dietary options before riders arrive, and chill drinks in advance. Use coolers for cold drinks and thermos flasks for hot drinks so serving does not depend on access to a full kitchen.

Frequently asked questions

How far in advance should I plan a mountain bike ride?: Start planning at least 4 to 6 weeks ahead. This gives you time to reserve the starting location, check permits, inspect the route, recruit volunteers and process registrations before the final equipment checks.
What should be in a mountain bike ride emergency plan?: Include the route and GPX file, recorded risk points, checkpoint assignments, emergency contacts and the location of first aid supplies. Finalise and share the contact list at least 3 days before the ride.
How many volunteers do I need for a mountain bike ride?: Assign at least one named volunteer to each route checkpoint, plus a start or finish coordinator and a person responsible for emergencies. Confirm the full volunteer roster 1 week before the ride so gaps can be covered.
When should I prepare the mountain bike ride equipment?: Check equipment 2 to 3 days before the ride and collect missing materials immediately. Pack route signs, bib numbers, repair supplies, safety equipment and communication devices the day before, then load transport after the final check.

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.