What to Bring for a Butterfly Bike Ride

A Butterfly bike ride needs more than bikes and refreshments. Prepare clear route materials, a visible registration point, basic repair equipment and a safe way to guide riders from start to finish. For the food and drink stop, bring serving equipment, cups and enough cooling capacity for the group. This shopping list also covers the items that are easy to arrange too late, such as spare inner tubes, reflective vests, extension cords and participant pack materials.

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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 40
Beer tablesqty 4
Bicycle racksqty 8

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12
Serving plattersqty 8

Equipment

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

Sports equipment

Route arrowsqty 30
Route signsqty 12
Traffic conesqty 20
Reflective vestsqty 12
Bike pumpsqty 3
Tire repair kitsqty 4
Bike tool setsqty 2
Spare inner tubesqty 8
Route card holdersqty 60
Clipboardsqty 6
First aid kitsqty 2

Decorations

Start/finish banner
Butterfly decorationqty 30
Tableclothsqty 8

Lighting

LED string lightsqty 6
Rechargeable lampsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 3
Knivesqty 6
Pliersqty 6
Serving spoonsqty 6

Cleaning

Waste binsqty 6
Washing-up basinsqty 6
Spongesqty 8

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Mineral water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Sports drink - 30 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Chicken breast slices - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Lettuce - 6 heads
- Herb cream cheese - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Muesli bars - 100 pieces
- Bananas - 8 kilograms
- Apples - 8 kilograms
- Grapes - 5 kilograms
- Cookies - 8 packs
- Lemons - 12 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Paper napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Bandages - 4 boxes
- Disinfectant wipes - 4 packs
- Coffee filters - 2 boxes
- Firelighters - 1 pack

Tips

Bring at least one bike pump, one tire repair kit and one bike tool set for every 25 riders. Add two spare inner tubes in common sizes so a puncture does not stop the ride.
Use one route arrow or route sign at every decision point, plus a few extra signs for the alternative route. Pack cable ties, tape or another way to secure signs; these small fixing supplies are often forgotten.
Plan the refreshment setup around your power supply. Check that the coffee machines and kettles can run safely with the available extension cords and power strips, and bring coolers for drinks that must stay cold.
Give registration and route volunteers reflective vests so riders can identify them quickly. Keep clipboards, route card holders and printed route maps together at the start/finish point instead of distributing them at the last minute.
Buy or collect serving items before preparing snacks: reusable cups, coffee cups, plates, cutlery, serving bowls and serving platters. For an outdoor stop, also pack tablecloths and enough seating or tables for the planned break.

Frequently asked questions

What equipment do I need for a Butterfly bike ride?: Bring route arrows and signs, traffic cones, reflective vests, bike pumps, tire repair kits, bike tool sets and spare inner tubes. Add a first aid kit, clipboards, route card holders and printed route maps for the start and route teams.
How many spare inner tubes should I bring for a bike ride?: Pack at least two spare inner tubes for a small group and increase that to roughly two tubes per 25 riders. Carry a pump and repair kit as well, because not every puncture requires a replacement tube.
What should I bring for drinks and snacks at the cycling event?: Prepare reusable cups, coffee cups, plates, cutlery, serving bowls and serving platters, along with coolers for cold drinks. Have the serving equipment ready before the planned snack preparation, ideally at least one day ahead.
When should I prepare the route signs and participant packs?: Print route maps and assemble participant packs at least one day before the ride. Put up route signs and mark bicycle parking after checking the route, preferably several hours before registration opens.

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