What to buy and bring for an association trip

An association trip needs more than food and drinks. You also need practical supplies for registration, route marking, bicycle repairs, weather changes and a safe return. Use this list to prepare the meeting point, rest stop and group ride without last-minute shopping. Plan quantities around your final participant count, then add a small reserve for spills, punctures and unexpected delays.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Bicycle racksqty 30
Coat racksqty 2

Tableware

Platesqty 60
Bowlsqty 60
Mugsqty 60
Drinking glassesqty 100
Cutlery setsqty 70
Serving plattersqty 8
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Coolersqty 6
Water dispensersqty 2
Walkie-talkiesqty 6
Megaphone
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Route arrowsqty 80
Traffic conesqty 20
Bike pumpsqty 4
Bike repair kitsqty 4
Inner tubesqty 10
Reflective vestsqty 12
Ratchet strapsqty 12

Safety

First aid kitsqty 2
Flashlightsqty 6
Emergency blanketsqty 6

Decorations

Club banner
Tableclothsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6

Cleaning

Waste binsqty 6
Broomsqty 2
Mopsqty 2
Bucketsqty 2
Reusable cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Granulated sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 3 liters
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 10 liters
- Orange juice - 10 liters
- Lemonade syrup - 4 bottles
- Isotonic sports drink - 50 bottles
- Ice cubes - 20 kilograms
- White soft rolls - 70 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Hummus - 1.5 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 3 jars
- Mayonnaise - 1 bottle
- Mustard - 2 jars
- Ketchup - 2 bottles
- Vegetable soup - 8 liters
- Soup sticks - 6 packs
- Apples - 60 pieces
- Bananas - 60 pieces
- Oranges - 50 pieces
- Muesli bars - 80 pieces
- Stroopwafels - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Unsalted nuts - 2 kilogram
- Cookies - 5 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Garbage bags - 3 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Allow 2–3 drinks per person for the first hour, then at least 1 drink per person per hour. Bring extra water for warm weather and a separate supply for the rest stop.
Plan roughly 1 sandwich and 1–2 snacks per participant, plus 10% extra. Check dietary requirements before shopping so vegetarian, allergy-friendly and other options are available.
Prepare at least 1 bicycle pump and 1 repair kit per group, with spare inner tubes in common bicycle sizes. Keep the repair equipment at the front or with the route support vehicle.
Bring route arrows and traffic cones for every hazardous or confusing point identified during the full route check. Pack reflective vests and flashlights if any section may run into low light.
Pack the registration setup separately: printed roles and phone numbers, a table, chairs, pens and the club banner. Charge walkie-talkies and test extension cords, power strips and coffee equipment before departure.

Frequently asked questions

How much food and drink do I need for an association trip?: Plan 1 sandwich and 1–2 snacks per participant, plus about 10% extra. Allow 2–3 drinks per person for the first hour and at least 1 drink per person per following hour.
What bicycle repair supplies should I bring on a group ride?: Bring at least 1 pump and 1 bicycle repair kit per group, along with spare inner tubes that fit the bicycles taking part. Add extra tubes if the route is long, remote or rough.
How many route signs and safety items are needed?: Use one route arrow for each turn or confusing point and one traffic cone for each marked hazard or restricted area. Bring enough reflective vests for route leaders and support volunteers, plus flashlights if visibility could drop.
When should I do the shopping for an association trip?: Buy non-perishable supplies, route markers and repair equipment at least 3–5 days beforehand. Purchase fresh food and ice the day before, after the participant list and dietary requirements are closed.

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