Mountain biking camp checklist

A mountain biking camp combines route planning, outdoor accommodation, meals and bike safety, so late changes can affect the whole programme. Start by confirming the date, campsite and permitted routes, then collect registrations, emergency contacts and consent forms before assigning groups. In the final week, check the forecast, bikes, helmets and spare parts, and send participants clear arrival and equipment information. On site, inspect the grounds before setting up tents, the cooking area and reception desk.

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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

Confirm date and location
2 people
Select mountain bike routes
2 people
Check route permits
Reserve a campsite
Create the program
2 people
Draft participant terms and conditions
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Collect consent forms
2 people
Check participant list
2 people
Assign groups and supervisors
3 people
Print route maps
Check the weather forecast
Send participant information
Do the shopping
3 people
Check bikes and helmets
3 people
Pick up tools and spare parts
2 people
Store food chilled
2 people
Bring materials to the venue
4 people
Inspect grounds and campsite
2 people
Set up the tents
5 people
Set up cooking area
3 people
Set up the reception desk
2 people
Mark off bicycle parking area
2 people
Prepare mountain bikes
3 people
Prepare lunch
4 people
Prepare safety equipment
2 people

Event

Register participants
3 people
Divide luggage and sleeping places
3 people
Explain camp rules
2 people
Conduct a bicycle safety check
4 people
Hand out helmets and vests
2 people
Give a technical clinic
3 people
Lead the warm-up
3 people
Guide the group ride
5 people
Staff the drink station
2 people
Clean bicycles
3 people
Serve dinner
4 people
Refill drinks
2 people
Supervise the evening game
3 people
Check bike lights
2 people
Lead the evening route
5 people
Clear away dinner and drinks
3 people
Assign the night watch
2 people
Prepare breakfast
3 people
Serve breakfast
4 people
Check tents and luggage
3 people
Guide the second group ride
5 people
Set up break area
2 people
Hand out lunch packages
3 people
Fix bicycle breakdowns
2 people
Final bicycle skills test
4 people
Unregister participants
2 people
Hand out luggage and bicycles
4 people

Aftercare

Take down tents
5 people
Load bicycles and equipment
4 people
Collect and sort waste
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Leave the site clean
4 people
Record damage
2 people
Return materials
3 people
Return borrowed bicycles
2 people
Clean coolers and cooking equipment
2 people
Store leftover stock
2 people
Share participant photos
Return found items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Picnic benchesqty 4
Tableclothsqty 6
Clothes racksqty 2

Camping

Camping tentsqty 12
Sleeping matsqty 30
Sleeping bagsqty 30
Cushionsqty 30
Tent lightsqty 15
Herringqty 100
Guy ropesqty 24

Sports equipment

Mountain bikesqty 30
Bike helmetsqty 30
Reflective vestsqty 30
Bike glovesqty 30
Bottle holdersqty 30
Water bottlesqty 40
Route arrowsqty 40
Ribbon markingqty 4
Conesqty 20
Skipping ropesqty 6
Balance boardsqty 4
Bicycle standsqty 6

Equipment

Bike pumpsqty 6
Tire leversqty 12
Multi-toolsqty 6
Spare inner tubesqty 30
Bike repair standsqty 2
Cable tiesqty 100
Bicycle chain lubricantqty 4
Bike brushesqty 6
Bike locksqty 15
Flashlightsqty 15
Walkie-talkiesqty 8
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4

Kitchen

Gas burnersqty 3
Gas cylindersqty 4
Cooking potsqty 4
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Thermos flasksqty 6

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Cutlery setsqty 40
Serving traysqty 6

Lighting

String lightsqty 4
Battery lanternsqty 6

Safety

First aid kitsqty 3
Emergency blanketsqty 10
Whistlesqty 8
Emergency blanketsqty 10

Decorations

Welcome sign
Route mapsqty 35
Name badgesqty 35
Waterproof markersqty 12

Cleaning

Waste binsqty 6
Litter pickersqty 3
Bucketsqty 6
Washing-up tubsqty 4

Catering

Groceries

Tips

Secure route permits and campsite availability before sending invitations. Build the programme around the routes you can legally use, including time for regrouping, repairs and changing weather.
Set a firm registration deadline at least 2 weeks before camp. Use the final participant list to assign groups and supervisors, collect dietary requirements, and check that every consent form and emergency contact is present.
Do not leave bike preparation until arrival day. Check mountain bikes, helmets, pumps and repair stands in advance, and pack tire levers, multi-tools, spare inner tubes and cable ties for trail-side fixes.
Send participant information 5–7 days before the camp with meeting time, route difficulty, sleeping arrangements, clothing guidance and what to bring. This is when missing forms, dietary details or equipment problems usually surface.
Plan the site setup in arrival order: inspect the campsite first, then pitch tents and place sleeping mats, sleeping bags and tent lights, before setting up the cooking area and reception desk. Keep chilled food stored until it is needed.

Frequently asked questions

How far in advance should I plan a mountain biking camp?: Start planning at least 6–8 weeks ahead. That gives you time to reserve the campsite, confirm route permits, send invitations, process registrations and collect consent forms before the final week.
When should mountain biking camp registrations close?: Close registrations about 2 weeks before the camp. Use that deadline to finalise groups, supervisors, dietary requirements, emergency contacts and the amount of food and equipment required.
What bike repair equipment do I need for a mountain biking camp?: Prepare at least one pump, tire levers, a multi-tool and spare inner tubes for each repair station, plus cable ties for temporary fixes. Check the bikes and helmets before departure rather than waiting until setup at the campsite.
When should I send information to mountain biking camp participants?: Send the full participant information 5–7 days before the start. Include the arrival time, route details, camping arrangements, required clothing and any final instructions so questions can be resolved before travel.

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