What to buy for a charity bike ride

A charity bike ride needs more than bicycles and bottled water. You will need supplies for registration, route marking, rider safety, quick repairs, refreshments and a clearly organised start area. This shopping list covers the equipment that is easy to overlook, including spare inner tubes, waterproof route covers, power banks and cable ties. Check quantities against your rider count and volunteer schedule, then buy or collect key supplies several days before the ride.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Bar stoolsqty 6
Waste binsqty 8
Bicycle Racksqty 12

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphone
Phonesqty 4
Power banksqty 4

Sports equipment

Spare bike pumpsqty 4
Tire repair kitsqty 6
Bicycle inner tubesqty 12
Bike tool kitsqty 3
Bicycle standsqty 4
Reflective vestsqty 20
Bike helmetsqty 6
Water bottlesqty 20
Bike locksqty 6
Route arrowsqty 80
Route signsqty 12
Traffic conesqty 20
Traffic barriersqty 8
Cable tiesqty 200
Ratchet strapsqty 12
Waterproof route coversqty 20
First aid kitsqty 2
Emergency blanketsqty 10
Safety mirrorsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving jugsqty 8
Thermos flasksqty 4
Ice packsqty 24

Decorations

Start-finish banner
Buntingqty 8
Balloonsqty 100
Sponsor postersqty 20
Tableclothsqty 10
Name badgesqty 30

Lighting

LED lampsqty 8
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Cooler thermometersqty 4
Serving spoonsqty 8
Bread knivesqty 3
Measuring cupsqty 3
Aluminum foilqty 4
Cling filmqty 4
Storage cratesqty 20

Cleaning

Bucketsqty 4
Spongesqty 10
Hand broomsqty 3
Litter pickersqty 4
Hand sanitizer holdersqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilograms
- Long-life milk - 12 liters
- Oat milk - 4 liters
- Still water - 120 liters
- Sparkling water - 24 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange juice - 12 liters
- Apple juice - 8 liters
- Isotonic sports drink - 24 liters
- Lemon syrup - 4 bottles
- Ice cubes - 20 kilograms
- Wholemeal bread - 18 loaves
- White Bread - 12 loaves
- Wholemeal rolls - 120 pieces
- Gluten-free sandwiches - 12 pieces
- Vegetarian sandwiches - 20 pieces
- Ham - 4 kilograms
- Cheese - 5 kilo
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Young cheese slices - 3 kilogram
- Lettuce - 10 heads
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Apples - 100 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Mandarins - 80 pieces
- Muesli bars - 120 pieces
- Currant buns - 80 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted crackers - 6 packs
- Peanut Mix - 4 kilograms
- Raisins - 3 kilograms
- Olives - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salad dressing - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 bags
- Olive oil - 2 liters
- Butter - 2 kilograms
- Eggs - 30 pieces
- Yogurt - 8 liter
- Granola - 3 kilograms
- Vegan toppings - 2 kilogram
- Gluten-free crackers - 4 packs
- Allergen labels - 2 rolls
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 4 bottles
- Cleaning wipes - 6 packs
- All-purpose cleaner - 4 bottles
- Disinfectant - 2 bottles
- Cleaning gloves - 12 pairs
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper lunch bags - 150 pieces
- Napkin dispensers - 6 pieces
- Drinking straws - 200 pieces
- Coffee filters - 2 packs
- Gas cartridges - 6 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Cash for change - 150 euros

Tips

Plan at least one water bottle per rider, plus extra drinking water for volunteers and the finish area. Keep coolers ready so drinks are cold when riders return.
Pack one spare inner tube for every 10 riders, along with at least one pump and tire repair kit per repair point. Check that the tubes fit the bicycles most participants are likely to use.
Use reflective vests for every traffic volunteer and prepare route arrows, signs, cones and barriers before setup day. Bring cable ties and ratchet straps because signs often need securing in unexpected places.
Allow one phone and one power bank for each key coordinator, including the start, finish and route-safety leads. Test extension cords, power strips, kettles and coffee machines before volunteers arrive.
Bring waterproof covers for every route map or information board placed outdoors. Add bike racks and locks at the start area so riders are not leaving bicycles in walkways or near registration tables.

Frequently asked questions

What supplies do I need for a charity bike ride?: Plan supplies for five areas: registration, route marking, safety, repairs and refreshments. Typical essentials include water bottles, reflective vests, helmets, pumps, repair kits, spare inner tubes, route signs, cones, barriers, tables and waste bins.
How many spare inner tubes do I need for a charity bike ride?: Start with one spare inner tube for every 10 riders, then add a few extra if the route is long or remote. Keep at least one working pump and one tire repair kit at each designated repair point.
How much water should I buy for a charity bike ride?: Allow at least 750 ml per rider for a shorter ride, plus extra water for volunteers and the finish area. Add a further 25% on hot days or when refill points are limited.
When should I buy supplies for a charity bike ride?: Buy consumables and route-marking materials at least 3 to 5 days before the ride. Collect rented equipment and test electrical items, phones, pumps and repair kits no later than the day before.

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