Solex ride checklist: what to arrange and when

A Solex ride needs more than booking the bikes. You also need a safe, tested route, a clear group plan, a start point, a final venue and food for the return. This checklist takes you from setting the date through registration and route checks to the final setup. Use it to avoid common last-minute problems, such as missing dietary information, uncharged or unavailable equipment, unclear meeting instructions and drinks that have not been chilled.

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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 final venue
Reserve catering and dinner
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Scout the route in advance
2 people
Check route for hazards
2 people
Check traffic information
Create route map and group assignments
2 people
Inform participants about the route
Monitor the weather forecast
Create final participant list
Confirm Material Delivery
Do the shopping
2 people
Chill drinks
2 people
Prepare route signs
2 people
Assemble participant packs
2 people
Check first aid and repair kit
Chill and set out catering
2 people
Clean the start area
2 people
Set up the reception table
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up the buffet and bar area
3 people
Hang decorations
2 people
Put up route signs
2 people
Check the Solexes for safety defects
3 people
Lay out helmets and vests
2 people

Event

Staff the registration desk
2 people
Receive participants
3 people
Hand out helmets and vests
2 people
Issue one Solex per participant
3 people
Give safety instructions
2 people
Assign groups and lead vehicles
2 people
Guide the Solex tour
5 people
Set up the break area
2 people
Serve break drinks
2 people
Guide those staying behind
2 people
Take back Solex scooters
3 people
Collect helmets and vests
2 people
Serve snacks
2 people
Set up the buffet
3 people
Serve dinner
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Provide music
Collect waste along the way
2 people

Aftercare

Tear down the buffet
3 people
Wash dishes and glasses
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Remove decorations
2 people
Take down route signs
2 people
Clean the grounds
3 people
Dispose of waste
2 people
Inventory materials
2 people
Return the Solex bikes and materials
2 people
Clean coolers and tools
2 people
Store leftovers
2 people
Send thank-you message

What to bring

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

Sports equipment

Solexesqty 30
Backup Solexqty 2
Bike helmetsqty 35
Reflective vestsqty 35
Route mapsqty 35
Hydration backpacksqty 5
Bike pumpsqty 3
Repair kitsqty 3
Spare inner tubesqty 6
Ratchet strapsqty 6
Safety vestsqty 6

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 36
Buffet tablesqty 3
High tablesqty 4
Coat racksqty 2

Tableware

Reusable drinking glassesqty 50
Reusable wine glassesqty 40
Platesqty 50
Soup bowlsqty 40
Cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Bread basketsqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3

Lighting

LED light stringsqty 4
Battery lanternsqty 6

Decorations

Route arrowsqty 12
Tableclothsqty 8
Balloonsqty 50
Name stickersqty 40
Markersqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Toilet paperqty 24

Catering

Groceries

Tips

Book the Solexes, start location and final venue before sending invitations. Confirm the number of bikes, one backup Solex and whether helmets and reflective or safety vests are included.
Scout the route in advance and check it for hazards and current traffic information. Create group assignments and route maps only after the route has been tested, then send the final route details to participants.
Close registrations early enough to confirm the final participant list, dietary requirements and catering quantities. Recheck these details before confirming dinner and preparing participant packs.
Prepare the equipment as a separate check: Solexes, helmets, vests, pumps, repair kits and spare inner tubes should be available before the ride starts. Keep ratchet straps ready if equipment must be transported.
On the final day, chill the drinks, set out the reception table and catering, and check the first-aid and repair kits before guests arrive. Allow time to clean the start area and put up route signs rather than doing this during check-in.

Frequently asked questions

How far in advance should I organise a Solex ride?: Start booking the Solexes, start location and final venue at least 6 to 8 weeks before the ride. Send invitations once the date, route area and main bookings are confirmed.
When should I finalise the participant list for a Solex ride?: Close registrations about 10 to 14 days before the event. Use the final list to confirm bike numbers, group assignments, dietary requirements and catering.
How many spare Solexes and repair items do I need?: Plan for at least 1 backup Solex for a group ride and check the repair kit before departure. Carry pumps and spare inner tubes, and make sure someone knows where the repair equipment is kept.
When should I check the weather and route conditions?: Monitor the forecast from 7 days before the ride and make a final check 24 hours beforehand. Recheck traffic information and any route hazards before participants set off.

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.