What to Buy and Bring for a Bike Ride

A bike ride needs more than bikes and helmets. You will need drinks at planned rest areas, route supplies that stay usable outdoors, and repair equipment for common problems such as punctures or loose parts. Prepare one clear set of navigation and communication gear for the route leaders, plus enough printed information for every participant. This shopping list covers the practical items to buy or bring before riders arrive, including coolers, tools, signs, maps and safety equipment.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 40
Bicycle racksqty 8

Equipment

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 2
Extension cordsqty 3
Power banksqty 4
Walkie-talkiesqty 8
Mobile phonesqty 4
Navigation devicesqty 4
Megaphone
Speaker

Sports equipment

Pumpqty 4
Spare inner tubesqty 12
Tire leversqty 8
Bike tool kitsqty 4
Spare bike locksqty 6
Reflective vestsqty 12
Bike helmetsqty 12
Bike bagsqty 8
Marking tapeqty 20
Route arrowsqty 35
Conesqty 20
Barrier tapeqty 4
Chalkqty 6

Office supplies

Route mapsqty 80
Participant listsqty 6
Pensqty 20
Clipboardsqty 8
Name stickersqty 80
Waterproof markersqty 12

Tableware

Reusable cupsqty 100
Reusable bowlsqty 70
Reusable platesqty 70
Cutlery setsqty 70
Serving spoonsqty 6

Kitchen

Soup potsqty 3
Cutting boardsqty 4
Bread knivesqty 4
Soup ladlesqty 70
Serving traysqty 6
Food containersqty 8
Oven mittsqty 4

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Trash binsqty 8

Lighting

LED lampsqty 8
Flashlightsqty 8

Safety

First aid kitsqty 2
Ice packqty 6
Emergency blanketsqty 6
Safety glovesqty 8

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Coffee creamer - 2 bottles
- Mineral water - 80 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Lemonade - 10 liters
- Sports drink - 40 bottles
- Herbal tea - 2 boxes
- Vegetable broth - 8 liters
- Carrots - 3 kilogram
- Leeks - 2 kilograms
- Onions - 2 kilograms
- Celery - 1 kilogram
- Potatoes - 5 kilograms
- Diced tomatoes - 8 cans
- Lentils - 3 cans
- Chickpeas - 3 cans
- Cooking cream - 4 liters
- Salt - 1 pack
- Pepper - 1 jar
- Curry powder - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Whole wheat bread - 12 loaves
- Baguettes - 12 pieces
- Butter - 2 kilograms
- Hummus - 2 kilograms
- Young cheese - 2 kilograms
- Boiled eggs - 60 pcs
- Cucumbers - 10 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 6 kilograms
- Muesli bars - 100 pieces
- Raisins - 3 kilograms
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Mixed nuts - 3 kilogram
- Gluten-free crackers - 6 packs
- Vegan sandwich spread - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lemons - 12 pieces
- Fresh mint - 6 bunches
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer gel - 6 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Cooling packs - 30 pieces
- To-go cups - 100 pieces
- Paper tissues - 20 packs

Tips

Plan drinks by riding time: allow roughly 500–750 ml of water per rider for each hour, then add extra for warm weather and the return to the finish. Pack coolers and thermos flasks so supplies remain available at rest areas.
Prepare one basic repair setup for each group of 10–15 riders. Include a pump, spare inner tubes, tire levers and a bike tool kit; a single pump for a large group can cause a long delay after the first puncture.
Bring route markings in more than one form. Use arrows, cones, marking tape, barrier tape or chalk where appropriate, and pack spare signs because wind, traffic or rain can remove the first set.
Give every route leader and escort a reliable way to communicate. Test mobile phones, walkie-talkies, navigation devices and power banks before departure, and charge them fully the night before.
Print route maps and participant lists at least one day ahead, with a few spare copies. Keep pens, emergency contact details and bike check instructions together in bike bags so they are accessible at the start and during the ride.

Frequently asked questions

How much water should I bring for a bike ride?: Plan around 500–750 ml per rider per hour, depending on temperature and effort. For a three-hour ride, that means roughly 1.5–2.25 litres per person, plus extra drinks at the finish.
What bike repair supplies do I need for a group ride?: Bring at least one pump, a spare inner tube, tire levers and a bike tool kit for every 10–15 riders. Add more tubes and a second pump if the route is long or far from shops.
How many route maps should I print?: Print one map for each route leader, escort and first-aid lead, plus one for every participant who needs a paper copy. Prepare 10–15% extra copies at least one day before the ride.
When should I charge power banks and communication devices?: Charge power banks, phones, walkie-talkies and navigation devices the night before. Check them again 1–2 hours before departure and keep one spare power bank available for the route team.

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