Association trip shopping list

An association trip needs more than food and drinks. You also need practical supplies for registration, route marking, cycling support and the final venue. This shopping list covers the items to buy or bring, from coolers and reusable cups to spare inner tubes, route maps and safety vests. Check quantities against your final participant list, then chill drinks and pack the repair and route materials separately so they are easy to find on the day.

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What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 60
Tableclothsqty 6

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Bike pumpsqty 3
Bike repair standsqty 2

Sports equipment

Spare inner tubesqty 12
Tire leversqty 6
Multi-toolsqty 4
Bike locksqty 2
Route arrowsqty 80
Securing strapsqty 100
Safety vestsqty 12
Route mapsqty 60
Bib numbersqty 60
Pensqty 20
Clipboardsqty 4

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 60
Serving jugsqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 8
Serving spoonsqty 8
Thermos flasksqty 4

Cleaning

Washing-up basinsqty 4
Spongesqty 8
Hand broomsqty 2
Trash binsqty 4

Lighting

LED lampsqty 6
Extendable string lightsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 10 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Sports drink - 60 bottles
- Bananas - 6 kilos
- Apples - 5 kilo
- Oranges - 4 kilo
- Grapes - 3 kilos
- Muesli bars - 70 pieces
- Currant buns - 60 pieces
- Whole grain bread - 8 loaves
- White rolls - 70 pieces
- Multigrain rolls - 30 pieces
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Chicken skewers - 70 pieces
- Vegetable skewers - 40 pieces
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilo
- Cookies - 6 packs
- Ice cubes - 12 bags
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Napkins - 200 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Trash bags - 50 pieces

Tips

Plan around two to three drinks per person for the first hour, then add roughly one drink per person for each following hour. Use coolers with ice or cold packs and chill the drinks before loading them.
Bring one bib number and one route map per participant, plus at least 10% extra for late registrations or replacements. Keep pens and clipboards at the registration table.
For the bike repair point, pack at least one pump, repair stand, multi-tool and set of tire levers. Count spare inner tubes by bike size and add several extras rather than relying on participants to bring their own.
Pack reusable cups, plates and cutlery for every guest, with around 10% extra. Bring serving jugs, cutting boards, chef’s knives and serving platters separately so catering can start without unpacking the general equipment.
Do not leave route arrows, securing straps and safety vests until the morning of the trip. Pack the route materials together at least one day ahead and check them against the route before departure.

Frequently asked questions

How many cups and plates do I need for an association trip?: Prepare one reusable cup, plate and cutlery set per participant, then add about 10% extra. For 50 people, that means at least 55 of each item.
How much food and drink should I buy for an association trip?: Plan two to three drinks per person for the first hour, followed by about one drink per person per additional hour. Food quantities depend on the catering plan, but include enough servings for the final participant count plus 10% spare portions.
What bike repair supplies should I bring on an association trip?: Bring at least one bike pump, repair stand, multi-tool and set of tire levers for the repair point. Pack spare inner tubes for the common bike sizes, with several extra tubes beyond the number of expected repairs.
When should I prepare the shopping and route materials?: Buy non-perishable supplies and check the repair equipment at least one week before the trip. Chill drinks and pack route arrows, maps, bib numbers and safety vests no later than the day before.

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