What you need for Bike to Work Day

A Bike to Work Day setup needs more than coffee and a place to park bikes. Plan supplies for registration, route guidance, basic repairs, refreshments and safe movement around the venue. Use the number of registered riders to calculate drinks, cups and snacks, then add a small buffer for late arrivals. Check power access before bringing coffee machines, kettles, coolers or lighting, and arrange repair tools and spare inner tubes before the event morning.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Party tentsqty 2
Folding barsqty 2

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Bike pumpsqty 3
Tire leversqty 6
Allen key setsqty 3
Bike tool kitsqty 2
Spare inner tubesqty 12
Bicycle standsqty 6
Bike labelsqty 100
Route arrowsqty 30
Barrier tapeqty 4
Safety vestsqty 12
Bike helmetsqty 6

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Serving plattersqty 8

Decorations

Information boardsqty 6
Directional signsqty 8

Lighting

LED lampsqty 6
String lightsqty 4

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Thermos flasksqty 4
Pouring jugsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Broom setsqty 2
First aid kit

Catering

Groceries
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 6 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Bananas - 40 pieces
- Apples - 40 pieces
- Grapes - 6 packs
- Muesli bars - 60 pieces
- Whole grain bread - 8 loaves
- White rolls - 80 pieces
- Whole wheat wraps - 30 pieces
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Nut mix - 3 kilo
- Olives - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Cleaning wipes - 3 packs
- Toilet paper - 24 rolls

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Bring reusable cups and chill drinks in coolers before participants arrive.
Allow one snack portion per participant, plus 10% extra for late arrivals and volunteers. Serving platters, reusable plates, cutlery, cutting boards and kitchen knives should be ready before registration opens.
Set up one repair point with at least one bike pump, a tire lever, an Allen key set and a bike tool kit. Keep spare inner tubes in the common sizes used by your participants and place the tools where volunteers can reach them quickly.
Prepare route arrows, directional signs and barrier tape before the first rider leaves. Print route maps and place information boards at registration, the repair point and any decision points on the route.
Count tables, chairs and bicycle stands against your expected attendance rather than the venue size. Check extension cords and power strips in advance, and bring LED lamps or string lights if the event starts before daylight or ends after dark.

Frequently asked questions

What should I bring to Bike to Work Day?: Bring refreshments, reusable tableware, route maps and signs, registration materials, safety vests and basic bike repair equipment. For the repair point, plan at least one pump, one set of tire levers, one Allen key set and one tool kit.
How much food and drink do I need for Bike to Work Day?: Plan two to three drinks per person during the first hour and one additional drink per person for every later hour. Buy one snack portion per registered rider, then add 10% for volunteers and unexpected arrivals.
How many spare inner tubes should I buy for a bike event?: A practical starting point is one spare inner tube for every 10 registered riders, with a minimum of two tubes for a small event. Check the common wheel sizes among participants before shopping.
When should I prepare the Bike to Work Day supplies?: Buy non-perishable supplies and repair materials at least 3 to 7 days ahead. Check the weather forecast and route 24 hours before the event, then chill drinks, print maps and pack the equipment on the previous day.

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