What you need for a bike tour

A bike tour needs more than bicycles and refreshments. This shopping list covers the practical supplies for marking the route, handling punctures, registering riders and supporting volunteers at the start, finish and roadside stations. Plan equipment for the number of participants, plus a small reserve for lost, damaged or forgotten items. Buy disposable supplies and print materials at least a few days ahead; check repair, safety and communication equipment before the tour.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 12
High tablesqty 4
Waste binsqty 6

Sports equipment

Bike pumpsqty 4
Breakdown kitsqty 4
Spare inner tubesqty 12
Tire leversqty 8
Multi-toolsqty 4
Bicycle standsqty 6
Vestsqty 12
Bottle holdersqty 4
Spare water jugsqty 20
Route arrowsqty 45
Route signsqty 12
Barrier tapeqty 4
Traffic conesqty 20
Pointer holdersqty 55
Bike labelsqty 60
Route mapsqty 60
Bib numbersqty 60
Pensqty 20
Clipboardsqty 4
Reflective armbandsqty 20
Flashlightsqty 6
Spare bicyclesqty 2

Equipment

Mobile phonesqty 6
Power banksqty 6
Extension cordsqty 3
Power stripsqty 3
Coolersqty 6
Speaker
Microphone
Rechargeable work lightsqty 4

First aid

First aid kitsqty 3
Blanketsqty 10
Disposable glovesqty 2

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 60
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Water jugsqty 8
Ice cube traysqty 6

Decorations

Start-finish banner
Buntingqty 6
Start direction signsqty 4

Lighting

String lightsqty 4

Cleaning

Bucketsqty 4
Spongesqty 10
Hand broomsqty 4
Litter pickersqty 3
Hand soap dispensersqty 4

Catering

Groceries
- Spa Blauw - 120 bottles
- Sparkling mineral water - 60 bottles
- Isotonic sports drink - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 12 liters
- Apple juice - 12 liters
- Coffee beans - 2 kilos
- Tea bags - 100 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Lemons - 2 kilos
- Bananas - 60 pieces
- Apples - 60 pieces
- Oranges - 40 pieces
- Grapes - 6 kilos
- Muesli bars - 100 pieces
- Energy gels - 60 pieces
- Raisins - 3 kilos
- Nut mix - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mini currant buns - 100 pieces
- White rolls - 80 pieces
- Whole wheat buns - 80 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumbers - 10 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Herb butter - 1 kilo
- Olives - 2 kilos
- Pickles - 2 jars
- Paper napkins - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Coffee filters - 200 pieces
- Stir sticks - 200 pieces
- Tablecloths - 8 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- Hand soap - 4 bottles
- Disinfectant gel - 6 bottles
- Cleaning wipes - 4 packs
- Paper towels - 8 packs
- Cooling packs - 30 pieces
- Herb mix - 4 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Lime juice - 2 bottles
- Diet-friendly sandwiches - 20 pieces
- Gluten-free wraps - 20 pieces
- Vegan cheese - 1 kilo

Tips

Prepare one repair point for every 25 to 40 riders if the route is longer than a short local loop. Stock each point with a pump, breakdown kit, tire levers, spare inner tubes and a multi-tool.
Allow one water container or bottle refill point for every 30 to 50 riders, and keep spare water jugs at the start and finish. Do not wait until the event morning to check that bottle holders and containers are usable.
Prepare one bib number and bike label per registered rider, plus at least 5% extra. Keep pens, clipboards and the participant list together at registration so missing details can be corrected before riders leave.
For every traffic marshal, provide a vest and reflective armband; add route signs, arrows, cones and barrier tape for each junction that needs directing. Sort signs in route order at least one day before setup.
Charge every event phone and power bank the night before, and bring extension cords for the start and finish areas. Print emergency phone numbers and keep a flashlight available at each staffed location, including if the forecast looks clear.

Frequently asked questions

How many spare inner tubes do I need for a bike tour?: Start with one spare inner tube for every 15 to 20 riders, with a minimum of 5 for a small group. Add more if the route is long, remote or likely to include rough surfaces.
How much water should I buy for a bike tour?: Plan about 0.5 to 0.75 litres per rider for each hour of riding, then add 10% for volunteers and reserve stock. Place spare water jugs at the start, finish and any planned refill station.
How many route signs do I need for a bike tour?: Count every turn, crossing and junction where a rider could take the wrong road, then add at least 10% spare signs. Sort them in route order one day before the tour so volunteers can install them quickly.
When should I buy supplies for a bike tour?: Buy printed materials, labels and disposable supplies at least 3 to 5 days before the ride. Check pumps, repair kits, phones, power banks, tents and tables 24 hours before setup, then pack the route equipment by station.

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