What you need for a bike relay

A bike relay needs more than bikes and helmets. You will need clearly marked exchange points, route signs, safety equipment, communication tools and a way to keep riders, volunteers and spectators moving safely. Start by counting participants, relay groups and handover points, then match quantities to those numbers. This checklist helps you shop for the equipment and supplies needed on race day, including backup items that are easy to forget until a bike fails or the route becomes difficult to manage.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
High tablesqty 4

Sports equipment

Bikesqty 12
Spare bicyclesqty 2
Bike helmetsqty 14
Bib numbersqty 120
Changeover matsqty 6
Traffic conesqty 40
Crowd control barriersqty 20
Route signsqty 35
Directional signsqty 20
Bike pumpsqty 4
Tool setsqty 3
Spare inner tubesqty 20
Bike lightsqty 20
Reflective vestsqty 20

Equipment

Stopwatchesqty 6
Walkie-talkiesqty 12
Megaphonesqty 2
Extension cordsqty 3
Power banksqty 6

Lighting

Work lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6

Decorations

Start arch
Stage signsqty 3
Tableclothsqty 8

Catering

Water jugsqty 8
Groceries
- Coffee - 4 packs
- Tea - 200 bags
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 4 packs
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Sports drink - 48 bottles
- Bananas - 80 pieces
- Apples - 80 pieces
- Grapes - 6 kilograms
- Muesli bars - 100 pieces
- Energy gels - 80 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetarian pasta salad - 8 kilograms
- Mixed pasta salad - 8 kilogram
- Herb butter - 12 tubs
- Cookies - 8 packs
- Chocolate bars - 80 pieces
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Lemon juice - 2 bottles
- Ice cubes - 20 kilograms
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Bandages - 4 boxes
- Disinfectant wipes - 6 packs

Cleaning

Waste binsqty 8
Litter pickersqty 3
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 3
First aid kitsqty 2
Fire extinguishersqty 2

Tips

Plan one bib number per rider, plus at least 10% extra for replacements or last-minute changes. Print the final list before shopping so each relay group has the correct number.
For every active exchange point, prepare a changeover mat, route signs and directional signs. Add one traffic marshal per critical crossing and provide each marshal with a reflective vest.
Have at least one spare bicycle for every 10 riders, subject to your group size and bike fit. Pack a pump, a complete tool set and spare inner tubes at the start and at the main exchange area.
Give each volunteer team a communication method: one walkie-talkie per key position, with fully charged power banks available. A megaphone is useful at the start, finish and crowded exchange points.
Allow two to three reusable cups per person for the first hour, then add more if the relay lasts longer. Keep coolers and thermos flasks at the start and finish, and arrange tables so drinks do not block the handover area.

Frequently asked questions

How many spare bikes do I need for a bike relay?: Plan one spare bicycle for every 10 riders as a starting point, with at least one available for a small event. Check fit and condition during the technical check at least one day before the relay.
How many bike helmets should I buy or bring?: Provide one correctly fitting helmet for every rider, plus two or three spare helmets in common sizes. Check helmets before the start and do not rely on a single shared helmet if riders are changing frequently.
How many traffic cones and route signs are needed?: Use cones at every turn, crossing and restricted area, then add at least 10% extra for adjustments on the day. Count route signs by direction and place a replacement set at the start or with the route team.
What should I bring for a bike relay exchange point?: Each exchange point needs a changeover mat, visible directional signs, traffic cones, a stopwatch and communication equipment. Set up and inspect every point at least 60 minutes before the first rider arrives.

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