Solex ride checklist: what to arrange and when

A Solex ride combines a planned route, rented bikes and a barbecue, so several details need to be settled before the day itself. Reserve the Solexes and starting point early, then collect registrations, dietary requirements and route information. In the final week, check traffic safety, prepare an alternative route and send practical instructions to participants. On the day, allow time to group riders, check helmets and safety equipment, and set up the barbecue and drinks before everyone returns.

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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 date and route
2 people
Reserve Solexes
Reserve starting location
Reserve the barbecue area
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Check the route for traffic safety
2 people
Set an alternative route
Check the weather forecast
Send participants practical information
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Print route maps
Create participant groups
Charge music and phone
Check the location and toilet
2 people
Set up tables and chairs
3 people
Set up barbecue area
2 people
Lay out crockery and cutlery
2 people
Set up the buffet and drinks table
2 people
Prepare snacks and bread
2 people
Lay out barbecue tools
Check the Solex bikes and helmets
2 people

Event

Receive participants
2 people
Check attendance
Give safety instructions
2 people
Hand out helmets and vests
2 people
Adjust Solex settings
2 people
Take group photo
Guide the Solex tour
2 people
Set out drinks and snacks
2 people
Welcome participants after the ride
2 people
Refill drinks
Light the barbecue
2 people
Prepare barbecue dishes
3 people
Refill barbecue buffet
2 people
Serve coffee and tea
Turn in Solexes and helmets
2 people

Aftercare

Collect waste
2 people
Wash dishes and cutlery
2 people
Clear tables and chairs
3 people
Safely extinguish barbecue
2 people
Clean the venue
3 people
Check leftover food
Dry and store materials
2 people
Return borrowed materials
2 people

What to bring

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

Sports equipment

Solexesqty 12
Backup Solex
Bike helmetsqty 13
Safety vestsqty 13
Route mapsqty 15
Bicycle repair kit
Bike pump
Bike locksqty 6
Basic first aid kit

Furniture

Foldable tablesqty 4
Chairsqty 14
Waste binsqty 3

Equipment

Barbecue
Coolersqty 3
Portable speaker
Power banksqty 2
Charging cablesqty 3
Extension reel

Tableware

Platesqty 16
Dessert platesqty 16
Glassesqty 30
Coffee cupsqty 16
Cutlery setsqty 16
Serving boardsqty 4
Small bowlsqty 6

Kitchen

Barbecue tongsqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Thermos flasksqty 2
Chilled tablewareqty 2

Lighting

Outdoor string lightsqty 2
Battery lanternsqty 2

Cleaning

Washing-up tubsqty 2
Cleaning spongesqty 4
Hand brush and dustpan

Catering

Groceries

Tips

Reserve the Solexes, starting location and barbecue area before sending invitations. Confirm how many bikes are available and keep one backup Solex aside for a breakdown.
Close registrations several days before the ride so you can update the participant list, group riders and check dietary requirements before shopping.
Check the route for traffic risks during the week before departure and prepare a clearly marked alternative route. Print route maps rather than relying only on phones.
Check the weather forecast 24 hours before the ride and send practical details such as the meeting time, route length, clothing, helmet use and what happens if the route changes.
Set up the barbecue, tables, chairs, buffet and drinks table before the ride ends. Chill drinks in advance, charge the speaker and phones, and keep the repair kit, pump and first-aid kit accessible.

Frequently asked questions

How far in advance should I reserve Solexes for a group ride?: Reserve the Solexes and the starting location as soon as you have a date and estimated group size. Aim to confirm the final number at least one week before the ride so missing bikes or a backup Solex can still be arranged.
When should I send the practical information for a Solex ride?: Send the meeting point, start time, route details, safety instructions and clothing advice at least 3 to 5 days before the ride. Send a short weather and route update again 24 hours before departure.
How many drinks should I buy for a Solex ride with a barbecue?: Plan around 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour afterward, plus water for the ride. Chill the drinks before participants arrive and keep extra water available at the barbecue area.
What should I check on the day of a Solex ride?: Check the Solexes, backup bike, helmets, safety vests, locks, route maps, repair kit, pump and first-aid kit before departure. Allow at least 60 minutes before the start to set up tables, chairs, drinks, barbecue equipment and serving items.

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