What you need for a bicycle demonstration

A bicycle demonstration needs more than bikes and a route. You’ll need clear signs, safety equipment, registration supplies, communication tools, refreshments and basic repair gear. The shopping list below covers the practical items for the starting point, the route and participant support. Check quantities against your expected turnout, then buy or collect items early enough to test equipment, charge batteries and prepare printed materials before the event day.

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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 12
Waste binsqty 6

Equipment

Megaphonesqty 3
Portable speakersqty 2
Power banksqty 4
Extension cordsqty 4
Clipboardsqty 6
Ballpoint pensqty 30
Printer paperqty 500
Waterproof document sleevesqty 30

Lighting

LED lanternsqty 8
LED bike lightsqty 20

Safety

Reflective vestsqty 20
First aid kitsqty 2
Traffic conesqty 24
Crowd control barriersqty 8
Emergency blanketsqty 6

Sports equipment

Bike pumpsqty 4
Bike repair kitsqty 3
Spare inner tubesqty 12
Bicycle standsqty 4

Decorations

Bannersqty 6
Demonstration boardsqty 40
Flagsqty 20
Bannersqty 4

Catering

Thermos flasksqty 6
Coolersqty 6
Groceries
- Wholegrain filled rolls - 80 pieces
- Cheese - 3 kilograms
- Ham - 2 kilograms
- Hummus - 2 kilograms
- Vegan vegetable spread - 1 kilogram
- Lettuce - 6 heads
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Apples - 100 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Muesli bars - 120 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 8 cartons
- Alcohol-free beer - 6 crates
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Stir sticks - 200 pieces
- Lemons - 2 kilograms
- Ice cubes - 10 kilograms
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Trash bags - 100 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 2 bottles
- Sponges - 12 pieces
- Toilet paper - 24 rolls

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 6
Pliersqty 6
Water jugsqty 8
Coffee machinesqty 2
Thermometersqty 2

Tips

Prepare one reflective vest for every traffic marshal, plus a few spare vests for coordinators or late replacements. Keep first aid kits, emergency blankets and traffic cones at the start and with the route team.
Bring enough printed registration sheets, pens and waterproof document sleeves for the full check-in period, with at least 10% extra copies. A clipboard per registration volunteer keeps the desk moving when several people arrive together.
Plan drinks for the expected group rather than guessing on the day: allow two to three drinks per person for the first hour, then add snacks and extra water for a longer route. Use coolers, thermos flasks and reusable cups so supplies remain organised.
Test megaphones and portable speakers at the route’s noisiest point at least one day before the demonstration. Charge power banks, and pack extension cords only where a safe power source is available.
Take at least one pump, one bike repair kit and several spare inner tubes for the group. Put this equipment in a clearly marked support vehicle or at the starting location so a puncture does not stop the demonstration.

Frequently asked questions

What safety equipment do I need for a bicycle demonstration?: Provide a reflective vest for each traffic marshal, plus traffic cones, crowd control barriers and at least one first aid kit. Add emergency blankets and spare LED bike lights when the demonstration may continue in low light.
How many drinks should I buy for a bicycle demonstration?: For the first hour, plan on two to three drinks per person, then add more for a longer event or warm weather. Keep chilled supplies in coolers and provide reusable cups at the starting location.
How many registration supplies are needed?: Prepare one clipboard and pen for each registration volunteer, with at least 10% extra printed forms. Store completed forms in waterproof document sleeves, especially if registration takes place outdoors.
When should I prepare the equipment for a bicycle demonstration?: Print signs and prepare demonstration boards at least one day beforehand. Test speakers and megaphones, charge power banks and check the bike repair kit no later than the evening before the event.

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