What you need for an art bike tour

An art bike tour needs more than bikes and a route. You’ll be moving between several art locations, so prepare supplies for registration, refreshments, signage, lighting and basic bike repairs. This shopping list covers the equipment that is easy to overlook, including spare inner tubes, power banks and enough serving ware for the start or finish point. Use the participant count to scale drinks, snacks, name badges and printed route information before shopping.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 30
Bar stoolsqty 6
Bicycle racksqty 8
Tableclothsqty 8

Tableware

Reusable cupsqty 100
Wine glassesqty 60
Platesqty 80
Bowlsqty 30
Cutlery setsqty 80
Serving spoonsqty 8

Catering

Thermos flasksqty 6
Coolersqty 6
Drink dispensersqty 3
Serving traysqty 8
Tiered traysqty 4
Groceries
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Tonic - 4 liters
- Apple juice - 8 liters
- Iced tea - 8 liters
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Rosé wine - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Fresh mint - 4 bunches
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini wraps - 100 pieces
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Herb cheese - 6 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Vegetarian tapenade - 8 jars
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Bell peppers - 20 pieces
- Carrots - 4 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 4 kilogram
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Olives - 8 jars
- Mixed nuts - 3 kilograms
- Rice crackers - 8 packs
- Mini quiches - 100 pieces
- Vegetable spring rolls - 100 pieces
- Garlic sauce - 4 bottles
- Pesto dip - 6 jars
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Trash bags - 60 pieces
- Freezer bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Duct tape - 4 rolls
- Cable ties - 200 pieces
- Paper coffee cups - 200 pieces
- Wooden stirrers - 250 pieces
- Attachment tags - 100 pieces
- Bandages - 4 boxes

Equipment

Bluetooth speakersqty 2
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Walkie-talkiesqty 8
Megaphonesqty 2
Phone chargersqty 6

Lighting

String lightsqty 8
LED lanternsqty 12
Spare batteriesqty 24

Sports equipment

Aid stationsqty 2
Bike pumpsqty 4
Repair kitsqty 4
Inner tubesqty 12
Bicycle toolsqty 4
Reflective vestsqty 12
Bike locksqty 10

Decorations

Route signsqty 30
Directional signsqty 40
Artist signsqty 12
Program postersqty 20
Balloonsqty 100
Buntingqty 8
Table décorqty 12

Kitchen

Cutting boardsqty 4
Knivesqty 8
Pliersqty 6
Scissorsqty 6
Ice packsqty 24
Measuring cupsqty 4

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 4
Dustpan and brushqty 3
Waste binsqty 8
First aid kitqty 2
Traffic conesqty 12

Tips

Plan around 2–3 drinks per person for the first hour, then add extra water for the cycling section. Chill drinks before participants arrive and keep a separate supply available at the start or finish point.
Bring at least 1 pump and 1 repair kit for every 15–20 bicycles, plus spare inner tubes in the most common wheel sizes. A basic bicycle tool set should stay with the ride leader or a clearly marked aid station.
Print 1 route map per participant, plus 10% extra for late registrations, lost copies and volunteers. Pack route signs, tape or fasteners and a weatherproof folder so the directions remain readable outdoors.
Allow 1 name badge and 1 pen or marker per registered participant, with at least 10 extra badges for walk-ins or damaged labels. Keep the participant list at the registration desk rather than carrying the full list on the route.
For a temporary start area, provide 1 table and 2 chairs for registration, then add seating and serving equipment based on the number of guests. Pack power banks, extension cords and spare batteries before leaving; replacement power is often forgotten until setup begins.

Frequently asked questions

What drinks do I need for an art bike tour?: Allow 2–3 drinks per person for the first hour, including water, and add extra water for the route. Keep chilled drinks in coolers and use thermos flasks or drink dispensers for hot beverages.
How many bike repair supplies should I bring?: For a group of up to 20 riders, bring at least 1 bike pump, 1 repair kit, 1 bicycle tool set and 2 spare inner tubes. Increase the number of pumps and repair kits for larger groups or longer routes.
How many route maps and name badges should I print?: Print 1 route map and 1 name badge per registered participant, plus 10% extra. For 40 participants, prepare at least 44 maps and 44 badges.
What should I bring for the art bike tour registration desk?: Set up 1 table with at least 2 chairs, the printed participant list, name badges and route maps. Have the desk ready 30–45 minutes before the published start time so late arrivals do not delay the group.

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