How to Organise

How to Organise?

1. Form a Small Organising Team

Keep it simple (3–6 people is enough):

• City Lead – overall coordination

• You can have team members to look after

  • Permissions from police & local authority coordination

  • Outreach for registrations, social media, partnerships

  • Logistics for route, volunteers, basic arrangements

  • Safety Lead (optional but recommended) – marshals, first aid

2. Plan Your Ride (Route)

• Distance: 5–10 km (easy, non-competitive)

• Route: Prefer low-traffic roads

• Timing: Early morning (recommended)

Make it:

• Beginner-friendly

• Open to all (students, women, families, workers)

3. Permissions & Local Support

Start early (2–3 weeks before the event date):

• Contact Traffic Police (most important)

• Inform Local Police Station

• Reach out to Municipal Corporation / District Administration for support (optional but useful)

Ask for:

• Basic traffic support

• Safety guidance

4. Safety Essentials 

• Encourage helmet use

• Arrange volunteer cycle marshals along/for the route

• Keep a basic first aid kit

• Share simple ride instructions with participants

5. Registrations

• Use Google Form / simple online form

• Keep it free or minimal cost

• Collect:

  • Name

  • Contact number

  • Emergency contact (optional)

Once the Google form is ready, please inform us so that we can update it on the city page of this website

6. Budget Options

Zero-Budget Model (Perfectly OK)

• No T-shirts

• No refreshments

• Just a community ride + awareness

Basic Budget Model

• Drinking water

• Simple branding

• Volunteer support

7. Local Sponsorship (Optional)

You may approach:

• Local businesses / cafes

• Cycle shops

• Fitness centres

• Educational institutions

They can support:

• T-shirts

• Refreshments

• Branding

(But remember: event can happen without sponsors)

Please check sponsorship guidelines here

8. Branding (Common Identity)

We will prepare:

• Common logo

• T-shirt design

• Branding theme

You can adapt it for your city while keeping the core identity consistent.

9. Outreach or Promotions

• Promote through:

  • WhatsApp groups

  • Social media

  • Colleges, offices, communities

10. After the Ride

• Take photos/videos

• Share on social media

• Send a short update:

  • Number of participants

  • Key highlights

Most importantly:  Stay connected and continue building your local cycling community