Mountain bike tour checklist: what to arrange and when

A mountain bike tour needs more than a route and a group of riders. You need time to scout the course, secure permissions, organise parking and cover registration, first aid and bike repairs. This checklist takes you from route planning to the final weather and risk check. It also covers the details riders often miss, such as emergency contacts, route files, signage, spare tubes and clear start-area instructions.

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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

Map out the route and distances
2 people
Scout the route in advance
2 people
Apply for a route permit
Reserve starting location
Reserve the parking lot
Reserve a bike repairer
Reserve first aid staff
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Collect emergency contacts
Publish route file
Send participant information
Assign volunteers
2 people
Check the weather forecast
Check the route for any last-minute risks
2 people
Do the shopping
2 people
Collect bicycles and tools
2 people
Sort arrows and ribbons
2 people
Assemble starter packs
3 people
Share emergency phone numbers
Measure the start area
2 people
Signpost the parking route
2 people
Set up route arrows
4 people
Mark hazardous spots
2 people
Set up a supply point
3 people
Set up the first aid station
2 people
Set up a bike check station
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up the registration table
2 people
Lay out bib numbers
2 people
Chill drinks
2 people
Set out snacks and fruit
3 people

Event

Staff the registration desk
3 people
Register participants
3 people
Hand out starter packs
2 people
Direct parking
3 people
Brief participants on technical details
2 people
Give the safety briefing
2 people
Lead the group start
3 people
Staff route checkpoint
2 people
Staff the supply station
3 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Carry out bicycle repairs
2 people
Provide first aid
2 people
Monitor traffic flow
2 people
Track final participants
2 people
Keep track of finish times
2 people
Serve the finisher meal
4 people
Serve coffee and tea
2 people
Answer participant questions
Register lost property
Check off the last participant

Aftercare

Remove route arrows and ribbons
4 people
Dismantle bicycle checkpoint
2 people
Dismantle first aid station
2 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the start area
3 people
Clean the parking lot
2 people
Move equipment to storage
3 people
Return borrowed materials
2 people
Archive route file and results
Publish participant photos
Handle lost and found

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 20
Registration deskqty 2
Waste binsqty 6

Sports equipment

Route arrowsqty 180
Barrier tapeqty 12
Bib numbersqty 120
Wristbandsqty 120
Stamp cardsqty 120
Conesqty 24
Crowd control barriersqty 12
Reflective vestsqty 20
Mountain bikesqty 2
Bike pumpsqty 4
Bike mounting standqty 2
Bicycle repair kitqty 2
Spare inner tubesqty 20
Bike locksqty 4
Chain oilqty 2
Cable tiesqty 200
Bicycle light setsqty 10

Tableware

Reusable cupsqty 180
Platesqty 140
Cutlery setsqty 140
Serving spoonsqty 8
Coffee cupsqty 80

Kitchen

Coolersqty 8
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Knivesqty 8
Cooling matsqty 12

Equipment

Walkie-talkiesqty 10
Megaphone
Laptop
Mobile printer
Extension cordsqty 4
Power stripsqty 4

Lighting

Work lightsqty 4
LED lampsqty 10
Flashlightsqty 10

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Safety glovesqty 12
Fire extinguisherqty 2
Emergency blanketsqty 4

Decorations

Start arch
Route signsqty 20
Information boardsqty 6

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3

Catering

Groceries

Tips

Scout the full route before publishing it, including distances, difficult sections and access points. Recheck it shortly before the ride because fallen branches, construction or wet conditions can change the safest option.
Arrange the start location, parking and any route permit early. A practical deadline is at least 4 weeks before the tour, especially if the start area needs barriers, tables or a separate signposted parking route.
Set a firm registration deadline and collect emergency contacts and dietary requirements at the same time. Send the final participant list, route file, emergency numbers and meeting instructions no later than 3 days before the ride.
Plan visible route marking rather than relying only on a digital file. Place arrows, ribbons, cones or barrier tape at decision points, and check the complete marking on the morning of the tour.
Prepare mechanical and safety cover for the expected group size. Have a repairer, first aid staff, pumps, a repair kit and spare inner tubes confirmed before riders arrive, then check the weather and last-minute route risks on the day.

Frequently asked questions

How far in advance should I organise a mountain bike tour?: Start route planning and location checks at least 6 to 8 weeks before the ride. Aim to finish permits, parking, repair support, first aid and volunteer recruitment around 4 weeks ahead.
When should I send the mountain bike tour information to riders?: Send the route file, start details, parking instructions, equipment notes and emergency phone numbers at least 3 days before the tour. Send a short weather and risk update again on the day if conditions change.
How many volunteers do I need for a mountain bike tour?: Plan at least 1 volunteer for registration and 1 person for every key control point or task, such as parking, route support and the finish area. Add more people when the group is large or the route has several junctions.
What bike repair equipment should I bring on a mountain bike tour?: Bring at least 1 pump, 1 bicycle repair kit and spare inner tubes suited to the bikes taking part. For a larger group, prepare a repair point with a mounting stand, chain oil, cable ties and additional tubes before the start.

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.