New Year bike ride checklist

A New Year bike ride needs more than a route and a group chat. You need a tested course, a clear registration process, volunteers who know their roles, and a plan for cold, dark conditions. This checklist takes you from route planning to participant registration, route marking, bike support and a warm finish with soup and drinks. Use the tasks in order so you are not printing maps, charging equipment or shopping for food at the last minute.

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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

Plan the route
2 people
Test drive route
2 people
Reserve rest stop
Check route safety
2 people
Invite participants
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Share route file
Check the weather forecast
Create final participant list
Do the shopping
2 people
Collect materials
3 people
Print route maps
Prepare route signs
2 people
Grab bike repair kit
Charge equipment
Prepare soup and toppings
3 people
Set up the starting point
4 people
Set up tables and chairs
3 people
Hang decorations
2 people
Set up catering
3 people
Place route arrows
3 people
Brief volunteers
2 people

Event

Register participants
3 people
Check bike lights
2 people
Give the safety briefing
2 people
Guide the bike ride
3 people
Staff the rest area
2 people
Refill drinks
2 people
Serve soup and bread
3 people
Host the New Year’s reception
2 people
Remove route arrows
3 people
Collect lost and found items

Aftercare

Clean up catering
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
4 people
Take down materials
4 people
Return borrowed materials
2 people
Inform participants about route photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Beer tablesqty 4
Coat racksqty 2

Tableware

Reusable cupsqty 80
Soup bowlsqty 50
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Thermos flasksqty 6
Soup kettlesqty 2
Serving plattersqty 6
Cutting boardsqty 3
Cooking and serving spoonsqty 6

Equipment

Kettlesqty 2
Electric hotplatesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Handheld megaphone
Bluetooth speaker

Sports equipment

Reflective vestsqty 12
Bike pumpsqty 3
Bike repair kitsqty 3
Spare inner tubesqty 10
Spare bike lightsqty 8
Traffic conesqty 12
Route arrowsqty 40
Route card holdersqty 6

Lighting

LED string lightsqty 6
Battery lanternsqty 8

Decorations

New Year flagsqty 6
Balloonsqty 60
Tableclothsqty 8
Directional signsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Litter pickersqty 2
Hand broomsqty 3
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Test-drive the full route before inviting riders, then check it again against the weather forecast during the final week. Mark unsafe sections and share the route file only after the course is confirmed.
Close registrations early enough to create a final participant list and collect dietary requirements. Give volunteers the final list and briefing at least 24 hours before the ride.
Treat darkness as a planning constraint: check every bike light, charge power banks and prepare spare bike lights before the starting point opens. Use reflective vests, route arrows and traffic cones where riders need extra guidance.
Prepare the rest stop and finish before participants arrive. Set out soup bowls, reusable cups, coffee cups and serving equipment, and keep hot soup in soup kettles or thermos flasks so serving does not depend on last-minute cooking.
Pack one clearly labelled repair station with bike pumps, repair kits and spare inner tubes. Keep extension cords, power strips and electric hotplates away from wet areas, and bring battery lanterns in case the lighting is poor.

Frequently asked questions

How far in advance should I plan a New Year bike ride?: Start route planning and the test drive at least 4 to 6 weeks before the ride. Reserve the rest stop, invite participants and assign volunteers once the route and expected group size are known.
When should registration close for a New Year bike ride?: Close registration 3 to 5 days before the ride. That gives you time to process registrations, collect dietary requirements, create the final participant list and buy the right amount of food and tableware.
How much soup should I prepare per cyclist?: Plan about 300 to 400 ml of soup per cyclist at the rest stop or finish, plus a small buffer for volunteers and late arrivals. Confirm dietary requirements before shopping so toppings and serving portions match the group.
What should I check on the day of a New Year bike ride?: Check the weather, route signs, lighting, charged equipment and the repair station before registration opens. Allow at least 90 minutes for setting up the starting point, tables, chairs, catering and route arrows.

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.