Traffic safety tour checklist

A traffic safety tour needs more than a route and a group of riders. You need to secure the start location, permits, insurance, traffic marshals and first aid before invitations go out. Then test the route in person, record hazards and prepare an alternative route. This checklist also covers registration, bike checks, volunteer briefings, catering and the equipment needed to keep the tour moving safely on the day.

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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

Define the route and target group
2 people
Reserve starting location
Apply for permits
Check insurance
Book traffic marshals
Arrange first aid staffing
Create the route digitally
2 people
Drive the route in person
2 people
Mark hazardous spots
2 people
Set an alternative route
2 people
Send invitations
2 people
Open the registration form
Publish route map
Communicate traffic rules
Process registrations
2 people
Collect dietary requirements
Check the bike details
2 people
Brief volunteers
2 people
Brief traffic marshals
2 people
Review the first aid plan
2 people
Order catering
Check materials
2 people
Prepare route signs
3 people
Print participant list
Sort wristbands
2 people
Print emergency numbers
Check the weather forecast
Remind participants
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Clean the starting location
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Set up the first aid station
2 people
Set up a bike check station
2 people
Test sound system
2 people
Put up route signs
4 people
Place traffic cones
3 people

Event

Position traffic marshals
8 people
Receive participants
4 people
Register attendance
2 people
Hand out wristbands
2 people
Check bikes technically
3 people
Hand out safety vests
2 people
Give welcome briefing
2 people
Group participants
3 people
Brief the lead cyclists
2 people
Brief the back riders
2 people
Guide the safety walk
10 people
Secure traffic points
8 people
Monitor the route and stragglers
2 people
Keep first aid available
2 people
Hand out water along the route
3 people
Welcome participants on return
4 people
Store bicycles safely
3 people
Give the safety demonstration
2 people
Serve snacks
3 people
Refill drinks
2 people
Set up buffet
3 people
Serve the meal
4 people
Guide the traffic quiz
2 people
Present prizes
2 people
Hand out feedback forms
2 people
See off the last visitors
3 people

Aftercare

Collect route signs
4 people
Collect traffic cones
3 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Pack up the sound system
2 people
Check first aid supplies
Collect the safety vests
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Handle lost and found
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Bicycle racksqty 12
Buffet tablesqty 3

Tableware

Reusable drinking glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 70
Serving boardsqty 6

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Bike pumpsqty 4
Tool setsqty 3
Mobile phonesqty 6
Traffic conesqty 30
Crowd control barriersqty 8
Route sign holdersqty 20
Walkie-talkiesqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Safety vestsqty 25
Bike helmetsqty 12
Spare inner tubesqty 12
Bike repair kitsqty 6
Bike locksqty 20
Route card holdersqty 12
Reflective armbandsqty 80
Water jugsqty 80

First aid

First aid kitsqty 2
Emergency blanketsqty 6
Cold packsqty 12
Hand sanitizerqty 4

Decorations

Route mapsqty 80
Information boardsqty 6
Tableclothsqty 8
Name stickersqty 100
Wristbandsqty 100
Duct tapeqty 6
Cable tiesqty 200
Markersqty 12

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Serving spoonsqty 6
Cutting boardsqty 4
Bread knivesqty 4

Cleaning

Waste binsqty 8

Catering

Groceries

Tips

Drive the full route in person at least 2–3 weeks before the tour. Mark hazardous spots, confirm where traffic marshals are needed and keep a tested alternative route ready.
Apply for permits and check insurance before publishing the route. Allow at least 4–6 weeks for approvals, especially if the tour uses busy roads or requires traffic cones and crowd-control barriers.
Close registration 5–7 days before the tour so you can print the participant list, sort wristbands and collect dietary requirements. Use the final list to check bike details and group sizes.
Brief volunteers, traffic marshals and first-aid staff separately 1–2 days before departure. Give everyone the route, emergency contacts, communication rules and their exact position or task.
Set up the start area at least 90 minutes before riders arrive. Place bicycle racks, tables, water jugs, route signs, safety vests, helmets, pumps, repair kits and spare inner tubes where staff can reach them quickly.

Frequently asked questions

How far in advance should I plan a traffic safety tour?: Start planning at least 6–8 weeks ahead. Permits, insurance, the starting location, traffic marshals and first-aid staffing should be confirmed before you open registration.
When should I check the traffic safety tour route?: Create the digital route first, then drive it in person 2–3 weeks before the event. Repeat the check 2–3 days beforehand if roadworks, weather or local traffic could change conditions.
How many traffic marshals and first-aid staff do I need?: There is no fixed number for every route. Count the junctions and hazardous points that need supervision, then confirm coverage with the relevant authorities and your insurer at least 2–4 weeks before the tour.
When should registration close for a traffic safety tour?: Close registration 5–7 days before departure. That gives you time to process the final numbers, collect dietary requirements, print the participant list and prepare wristbands and route materials.

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.