What you need for a bike light campaign

A bike light campaign needs more than bicycle light sets. You also need a clear distribution point, a workable inspection area, tools for quick checks, lighting for darker hours and supplies for volunteers and visitors. Use this list to check what must be bought, borrowed or collected before setup day. Pay particular attention to power, signage and drink supplies: these are often arranged too late, when the venue is already being prepared.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 12
High tablesqty 2
Crowd control barriersqty 8

Equipment

Bike pumpsqty 4
Bike tool kitsqty 4
Screwdriversqty 8
Allen key setsqty 4
Cable reelsqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Work lightsqty 4
String lightsqty 4
Rechargeable flashlightsqty 4
Light-up conesqty 8

Sports equipment

Bicycle standsqty 4
Traffic conesqty 12
Reflective vestsqty 12

Decorations

Bike light campaign postersqty 20
Directional signsqty 8
Information bannersqty 3
Tableclothsqty 8

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving jugsqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 100 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Cookies - 6 packs
- Muesli bars - 60 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Baby carrots - 3 kilograms
- Cucumber - 6 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Whole wheat bread - 12 loaves
- Gluten-free bread - 2 loaves
- Butter - 500 grams
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces
- Nitrile gloves - 2 boxes
- Bike light sets - 150 sets
- Button cell batteries - 100 pieces
- AAA batteries - 100 pieces
- AA batteries - 60 pieces
- Reflective bands - 150 pieces
- Reflective stickers - 300 pieces
- Cable ties - 500 pieces
- Electrical tape - 10 rolls
- Paper cups for takeaway drinks - 100 pieces
- Paper bread bags - 100 pieces

Tips

Count bicycle light sets against your confirmed registrations, then keep a small reserve for walk-ins and damaged units. Check the stock before sorting the sets, not when visitors arrive.
Plan one bicycle checkpoint for every busy queue section, with pumps, bike tool kits, screwdrivers and Allen key sets within arm’s reach. Put the tools out before the first volunteer briefing so nobody has to search for them.
Use crowd control barriers, bicycle stands and traffic cones to separate the bike parking, checking and distribution areas. Add directional signs at every turn from the venue entrance to the correct table.
For an outdoor setup, match the number of party tents and foldable tables to the workstations rather than the guest count. Allow separate space for reception, information materials, bicycle checks and light distribution.
Prepare drinks and cups before volunteers arrive: chill cold drinks in advance, and set up coffee machines, kettles and thermos flasks at least 30 minutes before opening. Test cable reels, extension cords, power strips and work lights before connecting them.

Frequently asked questions

How many bicycle light sets do I need for a bike light campaign?: Prepare one set for each confirmed participant, then add a reserve of about 5–10% for walk-ins, replacements and damaged packaging. Check the final registration count at least 2 days before the campaign.
What tools are needed at a bicycle light checkpoint?: Keep at least one bike pump, one bike tool kit, one screwdriver set and one Allen key set at each checkpoint. For two simultaneous workstations, prepare two of each so volunteers are not waiting for tools.
When should I arrange power and outdoor lighting?: Check cable reels, extension cords, power strips and work lights at least 1 day before the event. Test the complete setup 2–3 hours before opening, especially if the checkpoint or distribution point is outdoors.
How many cups and drinks should I buy for volunteers?: Allow 2 drinks per volunteer for a short campaign and 3 for a shift of several hours, plus about 10% extra. Have coffee cups, reusable cups and water ready 30 minutes before volunteers report.

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