Randonnée ride checklist: from route planning to finish

A randonnée ride needs more than a good route and a date. You need time to secure permissions, check the course in person, test route files and prepare for riders who arrive with different needs and equipment. This checklist takes you from choosing the start and finish locations through registrations, signage, refreshments and final safety checks. Work through it in order so route problems and missing supplies are found before riders set off.

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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
Choose start and finish locations
2 people
Request route permit
Make a reservation for the start location
Create the route digitally
2 people
Drive the route in person
2 people
Note hazards along the route
2 people
Determine an alternative route
2 people
Publish participant form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
Assign start numbers
2 people
Export route files
Test route files
2 people
Check the weather forecast
Print participant list
Print emergency numbers
Assemble starter packs
3 people
Do the shopping
2 people
Fill coolers
2 people
Check equipment
2 people
Sort route signs
2 people

Event

Prepare the start table
2 people
Set up the finish area
4 people
Set up party tents
4 people
Set up tables and chairs
3 people
Lay out route signs
2 people
Set up route signs
4 people
Set up checkpoints
4 people
Set up the bike repair station
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set Up Registration
2 people
Brief volunteers
2 people
Receive participants
3 people
Hand out race numbers
3 people
Explain the route and safety rules
2 people
Get participants started
3 people
Staff the checkpoints
6 people
Monitor the route and traffic situation
2 people
Refill drinks at checkpoints
3 people
Serve fruit and snacks
3 people
Support bike repairs
2 people
Register finishers
3 people
Welcome finishers
2 people
Serve the hot meal
4 people
Refill drinks
2 people
Serve diet meals
2 people
Clear away dishes
3 people
Check the Final Participants
2 people
Collect route signs
4 people
Unregister participants
2 people
Collect lost property
2 people
Check the bike parking
2 people
Perform final venue check
2 people

Aftercare

Collect waste
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
3 people
Store materials dry
2 people
Empty and clean coolers
2 people
Count route signs
2 people
Return borrowed equipment
2 people
Store leftover food
2 people
Send participant results

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Bicycle racksqty 6
Waste binsqty 6

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Water jugsqty 12

Equipment

Coolersqty 8
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 4

Sports equipment

Route signsqty 45
Conesqty 20
Bib numbersqty 120
Steering wheel holdersqty 120
Bike pumpsqty 4
Tire leversqty 8
Allen key setsqty 4
Chain punchesqty 2
Spare inner tubesqty 20
Bike locksqty 4
Cable tiesqty 100
Markersqty 12
Waterproof route mapsqty 120
Reflective vestsqty 20
Flashlightsqty 8

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 4
Spongesqty 12
Hand broomsqty 2
Floor squeegeesqty 2
Cleaning bucketsqty 3

Catering

Groceries

Tips

Drive the full route before publishing it, and record hazards, difficult sections and an alternative route. Leave enough time to update the digital route and retest the exported files afterward.
Request the route permit and reserve the start location before sending invitations. Keep the confirmed locations and approved route details together so the participant form contains the right information.
Close registrations early enough to process names, dietary requirements and confirmations. Print the participant list, emergency numbers and bib numbers before the start-day packing begins.
Prepare starter packs and sort route signs separately, then check both against the final participant count. Waterproof route maps, reflective vests and rechargeable batteries are easy to overlook until the morning of the ride.
Set up the start area with tables, bicycle racks, coolers and power connections before riders arrive. Test coffee machines, kettles, pumps and repair tools, and fill the coolers after the last weather check.

Frequently asked questions

How far in advance should I organise a randonnée ride?: Start route planning and location checks at least 8 to 12 weeks before the ride. Request the permit and reserve the start location first, then open registrations once the route and key logistics are confirmed.
When should I check the randonnée route in person?: Drive the complete route at least 3 to 4 weeks before the event, and repeat a final check within 7 days if conditions or road access may change. Note hazards and confirm the alternative route before printing maps or signs.
How many drinks should I prepare for a randonnée ride?: Plan at least 2 to 3 drinks per rider for the first hour at the start, then add supplies for the expected duration and weather. Keep extra water in jugs and coolers rather than relying only on individual servings.
When should I prepare the rider packs and route signage?: Assemble starter packs and sort the route signs 1 to 2 days before the ride, after registrations and bib numbers are final. Test the route files and pack waterproof maps, markers, cable ties and spare batteries with the signage.

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.