Mountain Bike Tour Checklist

A mountain bike tour needs more than a route and a group of riders. You need permission for the route, a tested course, clear participant information and a setup that works before the first bike arrives. This checklist puts the work in a practical order, from route planning and registration to arrows, water stations, repairs and food. It also covers the easy-to-miss jobs, such as charging communication devices, chilling food and printing spare route information.

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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

Develop the route concept
2 people
Apply for a route permit
Reserve starting location
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Drive the route in full
2 people
Assign volunteers
Send participant information
Check the weather forecast
Print participant list
Print route maps
Check materials
2 people
Check bicycle pumps
Charge communication devices
Do the shopping
2 people
Set out route arrows
2 people
Assemble repair kits
2 people
Store food chilled
2 people
Build the starting area
5 people
Mark out the route
4 people
Set up registration desk
2 people
Set up water stations
3 people
Set up the food and drink area
3 people
Set up the repair point
2 people

Event

Receive participants
3 people
Hand out bike numbers
2 people
Give the safety briefing
2 people
Guide the start groups
3 people
Staff route checkpoint
3 people
Guide back markers
2 people
Refill drinks
2 people
Serve snacks and fruit
3 people
Support repairs
2 people
Register finishers
2 people
Serve coffee and tea
2 people

Aftercare

Remove route arrows
4 people
Clean up the venue
5 people
Collect waste
3 people
Wash dishes
2 people
Clean the starting location
3 people
Check and store the materials
3 people
Chill leftover food
2 people
Return materials
2 people
Handle lost and found

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 20
Beer tablesqty 4

Sports equipment

Route arrowsqty 60
Route signsqty 20
Bike numbersqty 70
Number clipsqty 140
Traffic conesqty 20
Bike pumpsqty 4
Repair stand
Allen key setsqty 3
Tire leversqty 6
Bicycle chain lubricantqty 2
Spare inner tubesqty 12
Cable tiesqty 100

Equipment

Walkie-talkiesqty 6
Megaphone
Power banksqty 4
Extension cordsqty 3
Power stripsqty 3
Thermos flasksqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Pouring jugsqty 6

Kitchen

Coolersqty 6
Water dispensersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Storage binsqty 12
Serving plattersqty 8

Cleaning

Waste binsqty 8
Hand soap dispensersqty 3

Lighting

LED lampsqty 6
Flashlightsqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Nitrile glovesqty 50

Catering

Groceries

Tips

Drive the full route before the tour, not just the difficult sections. Check that route arrows and signs can be seen from a rider’s approach and note any places where volunteers or traffic cones are needed.
Set a registration deadline that gives you time to process entries, collect dietary requirements and print the participant list. Send final participant information at least 3 days before the start.
Prepare one repair point for every area where riders are likely to stop. Check the bike pumps, repair stand, Allen key sets, tire levers, spare inner tubes, cable ties and chain lubricant before loading them.
Plan water and food around the route length and expected riding time. Keep chilled food in coolers until serving, and set out reusable cups, water dispensers and thermos flasks before participants arrive.
Build the starting area early enough to test it as a participant would. Check the registration desk, bike numbers and number clips, route maps, walkie-talkies, megaphone, power banks and extension cords before opening registration.

Frequently asked questions

How far in advance should I plan a mountain bike tour?: Start route planning and permit applications at least 6 to 8 weeks before the tour. This leaves time to reserve the starting location, open registration, recruit volunteers and drive the route in full.
When should I mark the mountain bike route?: Set out route arrows and signs on the day before the tour when possible, then inspect the entire course again on the morning itself. Heavy rain, wind or other activity can move or hide signs within a few hours.
How many volunteers do I need for a mountain bike tour?: Assign at least one person to registration, one to the start area, one to each water station and one person responsible for route and repair support. Add volunteers at crossings or confusing junctions rather than leaving those points unmanned.
What should I check the day before a mountain bike tour?: Check the weather forecast, participant list, route maps, communication devices, pumps and repair kits at least 24 hours before the start. Also confirm that food is stored chilled and that all route-marking materials are ready to load.

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.