What you need for a bicycle expo

A bicycle expo needs more than bikes and tables. Visitors must be able to find stands, register, test bikes safely, charge equipment and make small adjustments on site. This shopping list covers the practical supplies behind the exhibitor area, demo zone, information desk and refreshment setup. Use the exhibitor count and expected attendance to scale quantities, then check power, storage and delivery access before buying or transporting anything.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
High tablesqty 6
Folding chairsqty 60
Display wallsqty 12
Bicycle racksqty 30
Clothes racksqty 4
Storage binsqty 8

Equipment

Laptopqty 2
Tabletsqty 3
Printer
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 8
Charging stationsqty 2
Coolersqty 4
Bike pumpsqty 4
Multi-toolsqty 4
Bicycle standsqty 12
Battery chargersqty 4
Lighting bagsqty 2

Sports equipment

Test ridesqty 8
Bike helmetsqty 12
Reflective vestsqty 12
Bike locksqty 12
Conesqty 20
Barrier tapeqty 4
Repair standsqty 2

Tableware

Reusable glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Ice cube traysqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12

Decorations

Buntingqty 8
Bike postersqty 12
Booth bannersqty 10
Tableclothsqty 12
Balloonsqty 100
Balloon weightsqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Waste binsqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Alcohol-free beer - 4 crates
- Beer - 6 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 2 kilograms
- Cucumbers - 6 pieces
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Baby carrots - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Hummus - 2 kilograms
- Tzatziki - 1 kilogram
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 2 kilograms
- Hummus spread - 2 kilogram
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 2 jars
- Gluten-free crackers - 4 packs
- Vegan toppings - 2 kilogram
- Mini wraps - 100 pieces
- Herb cream cheese - 1 kilogram
- Herbs - 4 pots
- Salt - 1 pack
- Pepper - 1 jar
- Ice cubes - 20 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Registration

Registration desk
Name badge holdersqty 150
Pensqty 30
Clipboardsqty 6
Wristbandsqty 200
Entry trayqty 2

Communication

A4 information boardsqty 20
Pavement signsqty 6
Directional signsqty 12
Floor plansqty 200
Program leafletsqty 200
Exhibitor badgesqty 50
Walkie-talkiesqty 6
Power banksqty 6

Safety

First aid kitsqty 2
Safety glovesqty 12
Flashlightsqty 4
Cable matsqty 12
Nitrile glovesqty 4

Tools

Duct tapeqty 8
Cable tiesqty 200
Scissor setsqty 6
Tape measuresqty 3
Hammerqty 2
Wrench setsqty 2
Cable tiesqty 100

Tips

Allow one table per exhibitor stand, plus at least two spare tables for registration, information and equipment. Add one chair for every staff member expected to work a desk or stand at the same time.
Prepare one name badge and one printed information pack for each exhibitor, then add 10% extra. Keep the printer, spare paper and a laptop together at the registration desk so last-minute changes can be handled on site.
For a test-ride area, provide one helmet per simultaneous rider and mark the route with cones and barrier tape. Keep at least two pumps, two multi-tools and one repair stand available so minor problems do not stop the programme.
Give every powered stand access to a power strip, but do not daisy-chain strips. Count the sockets needed for laptops, tablets, chargers and lighting, then bring at least 20% more extension-cable capacity than the measured distance requires.
Plan refreshments by attendance and timing: prepare two to three drinks per person for the first hour, with extra water for riders. Store chilled items in coolers before setup and bring reusable glasses or another clearly counted serving option.

Frequently asked questions

How many tables do I need for a bicycle expo?: Start with one table per exhibitor stand, then add at least two tables for registration and visitor information. If catering or merchandise needs its own surface, count those separately rather than sharing an exhibitor table.
How many bicycle helmets should I bring for test rides?: Bring one helmet for every person who may ride at the same time, plus at least 10% spare helmets. For 20 simultaneous riders, that means 22 helmets, subject to your safety rules and size range.
How much power equipment is needed for a bicycle expo?: Count every laptop, tablet, charger and light that needs power, then provide one power strip per stand or work area. Add roughly 20% spare cable length and capacity, and test the full setup before exhibitors arrive.
When should I buy supplies for a bicycle expo?: Buy durable equipment and printed materials at least 7 days before the expo. Purchase chilled food and drinks within 24 hours of setup, and check quantities again after exhibitor registrations close.

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