What to buy for a 12-hour race

A 12-hour race needs more than race numbers and a timing system. You will need clear course markers, lighting for the late hours, bike-repair basics, food-service items and reliable power for registration and communication. Plan quantities around your number of riders, volunteers and aid stations, then add a small reserve for damaged signs, flat tyres and missing equipment. Buy chilled drinks and fresh snacks close to race day, but arrange rentals and printed materials earlier.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
High tablesqty 4
Waste binsqty 8

Equipment

Time registration system
Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 10
Megaphone
Battery chargersqty 4

Sports equipment

Bib numbersqty 120
Bib holdersqty 120
Marker conesqty 40
Crowd barriersqty 20
Route arrowsqty 50
Warning signsqty 12
Repair standsqty 2
Bike pumpsqty 3
Tool setsqty 2
Spare inner tubesqty 20
Bicycle bellsqty 2

Lighting

LED lampsqty 12
Battery lanternsqty 8
Batteriesqty 32

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving boardsqty 6
Serving spoonsqty 6

Cleaning

Cleaning bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Microfiber clothsqty 12
Broom setsqty 3
First aid kitsqty 2

Catering

Groceries
- Spa Blauw - 120 bottles
- Sports drink - 80 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Coffee - 2 kilograms
- Tea - 100 bags
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Coffee cups - 200 pieces
- Stir sticks - 200 pieces
- Bananas - 12 kilograms
- Apples - 10 kilograms
- Grapes - 6 kilograms
- Oranges - 8 kilogram
- Muesli bars - 150 pieces
- Energy gels - 120 pieces
- Raisins - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 kilograms
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Kaiser rolls - 100 pieces
- Vegan sandwiches - 30 pieces
- Cheese - 5 kilo
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Peanut butter - 3 jars
- Jam - 3 jars
- Butter - 2 kilograms
- Cucumber - 8 pieces
- Tomatoes - 5 kilograms
- Lettuce - 6 heads
- Wraps - 100 pieces
- Pasta salad - 10 kilogram
- Vegetarian pasta salad - 4 kilograms
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Cookies - 6 packs
- Paper napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Trash bags - 100 pieces
- Hand sanitizer - 6 bottles
- Latex gloves - 200 pieces
- Bandages - 100 pieces
- Disinfectant wipes - 4 packs
- Gauze compresses - 4 packs
- Sports tape - 6 rolls

Tips

Plan at least one race bib and holder per registered rider, plus 5–10% extra for replacements, late entries or damaged numbers. Keep the start list and printer at the registration table.
For a course used after dark, provide an LED lamp or battery lantern at each key work area, including registration, the finish zone, the first-aid station and any repair point. Buy spare batteries before setup day.
Pack one basic bike-repair setup for every busy repair point: a pump, tool set and spare inner tubes. A 12-hour event can create long queues if one pump is expected to serve the entire course.
Count reusable cups, plates and cutlery for the largest meal or snack service, not just the expected average. Add roughly 10% extra so volunteers are not washing equipment during the busiest period.
Power is easy to overlook: match extension cords, power strips and battery chargers to the registration laptop, printer, timing system, lights and radios. Test every connection on site at least one day before the race.

Frequently asked questions

What food and drinks do I need for a 12-hour race?: Plan drinks and snacks for the full operating window, including volunteers and support staff. As a starting point, allow 2–3 drinks per person during the first hour, then adjust for weather, course length and the number of aid stations.
How many race bibs should I buy for a 12-hour race?: Buy one bib and one holder for every registered rider, then add 5–10% spare stock. For 100 riders, that means 105–110 bibs and holders.
How much lighting is needed for a 12-hour race?: Provide a separate light for each essential work area and add spare batteries or lamps. For a typical setup, start with four areas—registration, start/finish, first aid and repairs—and add lights wherever the course or access routes become dark.
When should I buy supplies for a 12-hour race?: Arrange tents, tables, barriers, timing equipment and printed bibs at least 2–4 weeks ahead. Buy drinks, fresh snacks, batteries and other consumables during the final week, then chill drinks and pack aid supplies the day before.

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