Skate tour checklist: what to arrange and when

A skate tour needs more than a route and a group of skaters. You need time to check the distance, secure permission for the route and locations, organise checkpoints, and prepare for repairs or changing weather. Start with the route and permissions, then manage registrations and volunteers. In the final week, check the route again, prepare participant numbers and maps, and make sure signs, safety equipment, drinks and the repair point are ready before people arrive.

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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

Record route and distance
2 people
Reserve start and finish location
Apply for the required permissions
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check the route several times
3 people
Map traffic bottlenecks
2 people
Assign volunteers
Assign route checkpoints
2 people
Update participant list
Check the weather forecast
Print route maps and participant numbers
2 people
Do the shopping
2 people
Collect materials
3 people
Prepare route signs
2 people
Chill food and drinks
2 people
Mark off the starting area
3 people
Cord off the finish area
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Put up route signs
4 people
Staff route checkpoints
8 people
Set up the repair point
2 people
Set up the food and drink station
3 people
Test sound system
2 people
Brief volunteers
2 people

Event

Receive participants
3 people
Check registrations
3 people
Hand out participant numbers
2 people
Check skates and protective gear
3 people
Give safety instructions
2 people
Send out skate groups
4 people
Staff route checkpoints
8 people
Provide the rest stop
3 people
Refill drinks
2 people
Serve snacks and fruit
3 people
Carry out repairs
2 people
Guide those staying behind
2 people
Register finishers
2 people
Provide music and announcements
Receive the last participants
3 people
Announce the closing

Aftercare

Collect route signs
4 people
Take down tents and furniture
4 people
Collect waste
4 people
Clean dishes and materials
3 people
Leave venue clean
3 people
Return materials
2 people
Store leftover groceries
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 20
Registration desk
Waste binsqty 4

Sports equipment

Traffic conesqty 30
Crowd control barriersqty 12
Reflective vestsqty 15
Spare helmetsqty 4
Wrist and knee protectorsqty 6
Skate tool setsqty 3
Air pumpsqty 3
Spare wheelsqty 12
Spare ball bearingsqty 12
Brake padsqty 6
Connecting cablesqty 6
Route arrowsqty 40
Route signsqty 20
Start and finish ribbonqty 2
Hydration backpacksqty 4

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving jugsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Coolersqty 6
Thermos flasksqty 4

Equipment

Portable speaker
Megaphone
Extension cordsqty 3

Lighting

LED lampsqty 6
Headlampsqty 8

Safety

First aid kitsqty 2
Flashlightsqty 6
Warning tapeqty 4

Administration

Clipboardsqty 6
Ballpoint pensqty 20
Participant numbersqty 80
Wristbandsqty 80
Route mapsqty 80
Waterproof markersqty 6

Cleaning

Hand broomsqty 3
Bucketsqty 3
Mop setsqty 2

Catering

Groceries

Tips

Record the route and total distance before opening registrations. Check it several times at the planned skating speed and note traffic bottlenecks, narrow sections and places where route signs or volunteers are needed.
Apply for permissions before sending final event details. Allow at least 4–6 weeks for approvals, then confirm the start and finish locations and any access requirements in writing.
Close registration early enough to update the participant list, collect dietary requirements and print numbers and maps. A practical deadline is 3–5 days before the tour, not the evening before.
Assign one named volunteer to every checkpoint and brief them on the route, expected arrival times and what to do if a skater is delayed. Use reflective vests so route staff are easy to identify.
Set up the repair point before the first skater leaves, with pumps, skate tool sets, spare wheels, bearings and brake pads. Put hydration at the start and finish, and check that route signs, barriers and cones are visible before opening registration.

Frequently asked questions

How far in advance should I organise a skate tour?: Start at least 6–8 weeks ahead. Use the first weeks for the route, permissions and locations, then open registration and assign volunteers. Finish printing, shopping and equipment checks during the final 3–5 days.
How many volunteers do I need for a skate tour?: Assign at least one volunteer to each route checkpoint, plus separate people for registration, the repair point and the finish area. Add a reserve volunteer for every 3–4 checkpoints so breaks or illness do not leave a section unattended.
When should I check the skate tour route?: Check the route at least three times: when planning it, about one week before the tour and again on the day before or morning of the event. Look specifically for roadworks, blocked paths, traffic changes and missing signs.
What safety equipment is needed for a skate tour?: Prepare reflective vests, spare helmets, wrist and knee protectors, traffic cones and crowd-control barriers. Also set up a repair point with pumps and basic spare parts, and keep route signs and arrows ready for every turn.

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.