Ultra Bike Ride Checklist

An ultra bike ride needs more than a route and a start time. You need to confirm permissions, traffic measures, insurance, first aid and rider details well before the event. This checklist takes you from route planning and registration to signage, bike support, refreshments and the final setup. Use it to keep responsibilities visible and avoid last-minute gaps at the start area or along the course.

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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

Determine the route and distance
2 people
Reserve starting location
Check permits
Coordinate traffic measures
2 people
Check insurance
Open registration form
Send invitations
2 people
Publish route online
Recruit volunteers
2 people
Reserve first aid support
Process registrations
2 people
Collect dietary requirements
Send participant information
Assign start numbers
2 people
Check route file
2 people
Check the weather forecast
Confirm reservations
Prepare the bike parking
2 people
Sort route signs
2 people
Do the shopping
3 people
Fill coolers
2 people
Lay out bib numbers
2 people
Distribute route file
Bring materials to the venue
4 people
Build the start arch
3 people
Set up registration tables
3 people
Set up the bicycle parking
3 people
Put up route signs
4 people
Set up supply stations
6 people
Set out first aid supplies
2 people
Test sound system
2 people
Chill drinks
3 people
Prepare snacks
4 people
Brief volunteers
2 people

Event

Check in participants
5 people
Check bikes and helmets
3 people
Give the start briefing
2 people
Get participants started
4 people
Staff supply stations
8 people
Check the route and traffic points
3 people
Refill drinks
3 people
Restock fruit and snacks
3 people
Assist with bike repairs
2 people
Handle first aid requests
2 people
Register trailing riders
2 people
Register incoming participants
3 people
Give finisher medals
3 people
Serve finisher drinks
3 people
Serve the hot meal
5 people
Inform participants about closing
Guide the last participants
2 people

Aftercare

Collect route signs
4 people
Tear down the venue
5 people
Dismantle the bike parking
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Process lost property
Send participant message
Record damage and incidents
2 people
Complete financial administration

What to bring

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

Furniture

Party tentsqty 4
Folding tablesqty 12
Chairsqty 30
Bicycle Racksqty 60
Waste binsqty 12
Clothing rack

Equipment

Sound system
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 10
Powerful bike pumpsqty 6
Battery pumpsqty 2
Charging stationsqty 4
Walkie-talkiesqty 12
Power banksqty 8

Lighting

Work lightsqty 6
Headlampsqty 12
String lightsqty 4

Sports equipment

Route signsqty 80
Directional signsqty 40
Bib numbersqty 130
Race bib strapsqty 130
Medalsqty 120
Bicycle light setsqty 20
Reflective vestsqty 20
Repair standsqty 4
Bike repair kitsqty 8
Spare inner tubesqty 40
Tire leversqty 20
Bike locksqty 8
Chain oilqty 6
Cable tiesqty 200
Marking chalkqty 12
Traffic conesqty 30
Barrier tapeqty 8
Route arrowsqty 60
Clipboardsqty 8
Stamp cardsqty 130
Waterproof markersqty 20
First aid kitsqty 4
Emergency blanketsqty 20
Ice packsqty 20
Nitrile glovesqty 200
Flashlightsqty 8
Safety vestsqty 20

Tableware

Reusable cupsqty 250
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Thermos flasksqty 8
Serving traysqty 12

Kitchen

Kettlesqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 8
Soup ladlesqty 6
Food warmersqty 6
Food containersqty 12
Ice packsqty 30

Cleaning

Cleaning bucketsqty 6
Dish brushesqty 8
Hand soap dispensersqty 6
Towelsqty 20
Dustpan and brushqty 4
Mopsqty 6
Spongesqty 20
Disinfectant sprayqty 6

Decorations

Start flagsqty 4
Finish flagsqty 4
Bannersqty 8

Catering

Groceries

Tips

Fix the route and distance before opening registration. Check the route file again after any change, then publish the final version with clear instructions for downloading or distributing it.
Set deadlines for permits, traffic measures, insurance and first-aid support at least 6–8 weeks before the ride. These arrangements often take longer than buying equipment or printing bib numbers.
Send participant information no later than 7 days before the start. Include the start procedure, route file, required bicycle lights, support arrangements and a contact method for event-day questions.
Prepare the start area the day before where possible. Put out bicycle racks, tables, coolers, repair stands, charging stations and bib numbers, and keep extension cords and power strips away from wet or busy areas.
Walk through the route-signing plan with volunteers before riders arrive. Give each team signs, reflective vests and a way to communicate, such as walkie-talkies or charged phones, and keep spare signs available.

Frequently asked questions

How far in advance should I plan an ultra bike ride?: Start the main planning at least 8–12 weeks before the ride. Use that time for the route, venue, permits, insurance, traffic measures, first aid, registration and volunteer recruitment.
When should I send information to ultra bike ride participants?: Send the final participant information at least 7 days before the event. Share the route file, start details, equipment expectations, contact information and any dietary or support arrangements.
How many volunteers do I need for an ultra bike ride?: The number depends on the route and number of control points, but assign at least 2 volunteers to every staffed location. Add separate people for registration, start-area support, route checks and first aid coordination.
What should I check the day before an ultra bike ride?: Check the weather forecast, confirm venue and support reservations, verify the route file, charge communication equipment and sort route signs. Also prepare bib numbers, coolers, pumps, repair supplies and the materials needed for the start arch.

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.