How to Run a Bike-a-Thon Fundraiser
The Step-by-Step Guide to Running a Bike-a-Thon
Choose a Date & Theme
- Pick your event date at least three months ahead. Consider local weather, school calendars, and road-permit timelines.
- Map out a safe, scenic route suited for the target age group—ideally with minimal traffic and easy access to rest stops.
- Coordinate with local authorities for any necessary road closures or police escorts.
- Plan a rain date in case of poor weather.
Use these templates to keep your planning organized:
Call for Volunteers
Recruit volunteers two months in advance. Use FutureFund’s communication tools or school channels to find parents and community helpers.
Clearly define each role and shift; provide safety briefings and required waivers.
- Event Coordinator: Oversees all logistics, scheduling, and coordination with local authorities.
- Registration Team: Handles participant sign-ins, waivers, and packet distribution.
- Route Marshals: Monitor the cycling route for safety and assist riders.
- First Aid Crew: Provides on-site medical assistance and communicates emergencies.
- Water Station Volunteers: Staff refreshment tables and distribute snacks.
- Setup & Cleanup Team: Manages signage, barricades, and cleanup afterward.
- Photographer / Videographer: Captures highlights for future promotion and donor updates.
Choose Student Incentives
Incentives motivate riders to collect pledges and finish strong.
Reward teams or classes that raise the most funds—group prizes like an ice-cream social or bike-gear raffle promote teamwork over competition.
Create Your Bike-A-Thon's Campaign
Build your Pledge-A-Thon campaign in FutureFund and include these essentials:
- A compelling description explaining the cause and how funds will be used.
- Clear safety rules and event-day logistics.
- A leaderboard for classes or grades.
- Downloadable pledge forms and waiver links.
Customize with Canva templates:
Announce the Event & Sign-Up Students
Send out an announcement of your Bike-A-Thon to the school community two weeks before the event begins and request that students sign up to participate.
Share the news in as many places as possible—use the school newsletter, morning announcements, and FutureFund’s messaging system to tell everyone why the event is important and how they can be part of it.
Use FutureFund to send follow-up messages every other day leading up to the event to encourage participation.
The night before the event, send a final reminder to get the school community excited about the event and encourage them to keep offering support.
Subject: Gear Up for [School Name]'s Annual Bike-A-Thon!
Hello Students,
Pedal into excitement with our upcoming Bike-A-Thon! This event is more than just a bike ride; it's a fantastic opportunity to show off your cycling skills, support our school, and enjoy a day full of outdoor fun and community spirit.
Why join the Bike-A-Thon?
- Experience a fun and healthy cycling challenge.
- Help raise funds for [insert cause or school project].
- Earn prizes and recognition for your cycling and fundraising efforts.
How to Sign Up:
Getting involved is easy! Just click on this link [insert FutureFund link], follow the registration steps, and you're set to go. You'll also receive a link to share with friends and family for pledges based on your cycling achievements.
Whether you're a cycling enthusiast or just looking for a fun activity, this event is for everyone. Let's ride together for a great cause!
Canva Bike-A-Thon Student Sign-up Email Template
Subject: Help Us Pedal Towards Success - [School Name] Bike-A-Thon Update!
Dear [Donor’s Name],
Thank you for supporting our Bike-A-Thon! Your contribution is boosting our efforts to provide a memorable experience for our students and reach our fundraising goals for [insert specific goal or cause].
Current Update:
- enthusiastic riders are ready to hit the pedals!
- We are [percentage] towards our fundraising target.
There's still time to support our young cyclists through FutureFund at [insert link]. Your generosity is crucial to our success and greatly appreciated by our entire school community.
Subject: Ready, Set, Ride! Final Day Before [School Name]'s Bike-A-Thon!
Hello [Name of School] Students & Families!
The big day is almost here! Our Bike-A-Thon is just a day away, and the excitement is building. Our students are ready to cycle their way to fun and success.
Here's what you need to remember:
- Last chance to gather pledges! Encourage your friends and family to support you via FutureFund at [insert link].
- Join us at [Location] on [Date]. Don't miss the start at [Time] and be sure to cheer for our riders as they cross the finish line!
Let’s make the final push a spectacular one. Your encouragement means the world to our students and helps make a difference in our school community. Let's pedal towards a fantastic finish!
Here are some Canva templates to help you spread awareness for your Bike-A-Thon on social media and in your community! Click “Use template for new design” to create an editable version, then add custom information for your event, change fonts and graphics, and more!
- Canva Bike-A-Thon Template for Instagram Story
- Canva Bike-A-Thon Template for Instagram Post
- Canva Bike-A-Thon Template for Printable Poster
Example caption: Support [insert school name]’s Bike-A-Thon from [insert date]. Help our school community raise money for [insert cause] by registering to ride!
Find Sponsors
Ask local businesses to sponsor the Bike-A-Thon. This can help your PTA reach fundraising targets while giving sponsors positive exposure.
Make sure to explain how each sponsor’s contribution will be recognized. For example, you could:
- Hang a banner near the course with sponsor logos during the event.
- Offer branded water bottles or other swag to participants.
- Add sponsors to your school’s online store using FutureFund.
Types of Sponsorship:
- Direct donations—either towards your fundraising goal or to help cover the costs of supplies.
- Corporate matching is where a business makes a donation equal to all or a portion of the funds you raise from the community.
- Selling sponsorships on FutureFund via advertising on your campaign page.
Host the Read-A-Thon
Finally, the day of the event will arrive—and if you’ve followed all the steps above, you should have everything you need to make it successful. Here’s a sample event schedule:
- Morning Session (6:00 AM – 7:00 AM): Setup and Volunteer Arrival: Volunteers arrive and set up the registration area, start/finish line, refreshment stations, first aid station, and any sponsor booths.
- Participant Arrival and Registration (7:00 AM – 8:00 AM): Cyclists arrive, register, collect their race packets, and prepare their bikes.
- Opening Ceremony (8:00 AM – 8:30 AM): A brief welcome speech by the event coordinator, safety briefing, and overview of the route and rules.
- Bike-A-Thon Start (8:30 AM): The bike-a-thon officially begins. Participants start in waves based on age group or skill level.
- Bike-A-Thon Main Event (8:30 AM – 11:30 AM): Cyclists ride the designated route. Volunteers at checkpoints offer water, snacks, and encouragement.
- Family Activities (9:30 AM – 12:30 PM): Arrange family-friendly activities (face painting, games, mini-fair) near the start/finish line.
- Lunch and Entertainment (11:30 AM – 1:00 PM): As riders return, provide lunch, music, and possibly a guest speaker or entertainment.
- Final Riders Return (1:00 PM – 2:00 PM): The course closes, and the final riders complete their ride.
- Closing Remarks (2:00 PM – 3:00 PM): Thank-you speech by the event coordinator, announcement of total funds raised, and closing remarks.
- Cleanup (3:00 PM onward): Volunteers and staff begin cleaning up the venue, taking down signs, and ensuring the route is clear.
Post-Event Tasks:
- The Day After the Event: Send thank-you letters and a final update on funding progress to all donors and volunteers.
- One Week After the Event: Hold a celebration (pizza party or ice cream social) for the winning class or grade.
Bike-A-Thon 101
A Bike-A-Thon works similarly to other events, like = link_to("Walk-A-Thons", "https://www.futurefund.com/walk-a-thon-fundraiser/", target: "_blank") | or = link_to("Jog-A-Thons", "https://www.futurefund.com/jog-a-thon-fundraiser/", target: "_blank") | . There is a set course and distance, and participants complete the course—only this time, they’re on bikes.
They can require a bit more work upfront to organize since bike-a-thons are typically longer distances and may require permits. However, they often bring in more donations than relaxed walk-a-thons.
- Length: Choose a route length suitable for your riders. Longer courses can bring higher donations but reduce participation. A range of 1–10 miles is a solid starting point.
- Biking Goal: The participant’s goal is to complete the course. Prizes for speed are optional; completion-based recognition is often best for inclusivity.
- Biking Route: Use a fully paved, accessible route (roadway or cycling path). A continuous loop works best. Road courses usually require permits—apply early.
- Pledge Collection: Start promoting at least two weeks before the event. Ensure riders are signed up to collect pledges for at least seven days prior (last-minute sign-ups are okay).
- Confirm That Everyone Knows What to Do: Re-explain rules and logistics on event day and encourage continued fundraising.
- How do I use FutureFund to track my fundraiser’s success? Use Store → Reports → Campaign Summary to generate financial reports in clicks.
- Can volunteers for my Bike-A-Thon sign up automatically through FutureFund? Yes—create volunteer roles and add a volunteer page so parents can sign up easily.
- How does a bike-a-thon work? Participants register, collect pledges, then ride a set course on event day. Most courses are paved, but a mountain bike format can work too.
- How long is a bike-a-thon? Tailor the distance to your audience. For younger students, choose shorter routes. Anywhere from 1–10 miles is common.
- When should you hold a bike-a-thon? Plan for spring, summer, or early fall. For schools, September, May, or June often work best.
- What do people need to participate? A bike and (recommended/required) helmet. Remind riders to bring water and snacks.
- Are bike-a-thons good fundraisers? Yes. While planning can be more involved, bike-a-thons often have higher donation potential and great visibility.
What is a 'Thon' & How Does It Work?
An “A-Thon” is a peer-to-peer fundraiser where participants perform an activity—biking, reading, etc.—and gather pledges. Donors support participants’ efforts, expanding reach and motivation.
What Do You Need to Run a Bike-A-Thon?
- Power it With FutureFund: Built-in pledge campaigns let you collect money and keep donations organized.
- FutureFund is easy to use—for everyone: Easier for PTAs and PTOs to run, for families to participate, and for donors to give.
- Accept online donations: Move beyond paper pledge forms—accept credit or debit card donations instantly.
- A single tool to power your entire A-Thon: Track progress and see totals with detailed reporting.
Using a Bike-A-Thon to Fundraise
Consider the below when organizing your Bike-A-Thon. Spending a bit of time upfront getting organized will save time and reduce frustration later.
- Managing and organizing pledges: Each student signs up as a participant and collects pledges (card or cash). Record cash carefully; log all payments to update individual and grand totals.
- Donor information and donation management: Confirm what records you need from donors. Bulk sign up classes in FutureFund. All donor payments are automatically captured for instant totals.
- Make sure you accept online donations: Campaigns that accept online payments perform better than cash-only fundraisers.
Bike-A-Thon Templates & Resources
Use these templates to keep your Bike-A-Thon planning on track:
- Participant Eligibility: Open to all students, teachers, and staff; parents and community members may participate. All participants must register via FutureFund.
- Equipment & Safety: Bicycles must be in good working condition. Helmets are mandatory. Knee/elbow pads and gloves are recommended. Mechanics inspect bikes pre-start.
- Route & Duration: Fully paved, clearly marked route suitable for all skill levels. Participants must stay on the designated course.
- Pledge Collection: Collect per-distance or flat pledges. Track pledges through FutureFund via participant links.
- Starting Procedure: Wave starts by age group or skill level. Riders must be at the starting line at their scheduled time.
- During the Event: Course Marshals provide directions and assistance. Water Stations keep riders hydrated.
- Completion of the Bike-A-Thon: No time requirement; riders may go at their own pace. The route closes at the official end time.
- Incentives & Recognition: Incentives for the class/grade that raises the most money. Optional awards like “Most Spirited Rider” or “Best Decorated Bike.”
- Conduct & Fair Play: Safe and respectful conduct is required; unsafe riding or unsportsmanlike behavior may result in disqualification.
- First Aid & Emergencies: First Aid Volunteers are stationed along the route and at the finish. In emergencies, contact the nearest Marshal or First Aid station.
- Weather & Cancellation Policy: Event proceeds rain or shine unless severe weather is present. Communicate postponements promptly.
- Cleanup & Environmental Responsibility: Encourage minimal waste; provide recycling. Cleanup Crew ensures the route and venue are tidy.
Or, here’s a Canva template of sample Bike-A-Thon rules to customize:
Let’s get moving! On [date], [school name] will be hosting a bike-a-thon to help fundraise for [cause]. You can help by joining our bike ride! Parents, each student will be collecting pledges online through FutureFund: [link]. Please spread the word to your family, friends, and coworkers to help make this fundraiser a success!
Use these Canva email script templates to recruit participants, encourage donations, and keep your fundraiser top-of-mind:
Use these Canva templates to spread awareness on social media and in your community. Click “Use template for new design” to customize:
- Canva Bike-A-Thon Template for Instagram Story
- Canva Bike-A-Thon Template for Instagram Post
- Canva Bike-A-Thon Template for Printable Poster
Example caption: Support [insert school name]’s Bike-A-Thon from [insert date]. Help our school community raise money for [insert cause] by registering to ride!
Bike-A-Thon Theme Ideas
- Tour de France: Encourage riders to dress like pros and represent a country of their choice.
- Bike Decorations: Add a decoration station—streamers, balloons, and craft supplies for standout rides.
- Holiday: Seasonal themes work great (e.g., a spooky fall ride for Halloween).
- Destination: Host your event in a nearby town or renowned cycling area for a memorable route.
- Disney Bike: Invite riders to dress as favorite characters (remind them that long dresses/capes aren’t bike-friendly).
- Neon: Bright outfits make for fun photos and improve visibility on the route.