What to buy for a city bike tour

A city bike tour needs more than bikes and a route. You’ll need water for the ride, clear route information, basic repair supplies and safety equipment for the group. This shopping list also covers the practical setup for the start and finish, including serving items, cooling and hot drinks. Use your confirmed participant count to calculate quantities, then buy non-perishable supplies early and leave fresh food and ice until the final day.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Beer tablesqty 4
Party tentsqty 2
Bicycle racksqty 6

Tableware

Reusable cupsqty 70
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 30
Serving plattersqty 10
Serving tongsqty 8
Water jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Portable speaker
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Bike pumpsqty 4
Bike repair kitsqty 4
Spare inner tubesqty 12
Tire leversqty 8
Reflective vestsqty 10
Route mapsqty 70
Water bottlesqty 20

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6

Lighting

Bike lightsqty 12

Administration

Name badgesqty 70
Pensqty 20
Clipboardsqty 6
Printer paperqty 100

Decorations

Buntingqty 6
Tableclothsqty 6

Cleaning

Waste binsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6

Catering

Groceries
- White rolls - 70 pieces
- Wholemeal rolls - 40 pieces
- Mini wraps - 60 pieces
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Egg salad - 1 kilo
- Tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Lettuce - 6 heads
- Bell peppers - 2 kilos
- Arugula - 500 grams
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 4 kilos
- Muesli bars - 70 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted peanuts - 3 bags
- Cookies - 5 packs
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 6 packs
- Alcohol-free beer - 48 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Mints - 1 box
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Plan at least one water bottle per participant, plus extra drinking water at the start and finish. Reusable bottles are easier to refill than relying on disposable cups during the ride.
Bring one bike pump, one repair kit and several spare inner tubes for the group. Add tire levers and check that the pump works with the valve types used by your participants before departure.
Print one route map per participant group, plus a few spare copies for supervisors. Keep the participant list and emergency numbers with the group leaders rather than in one central bag.
Prepare reflective vests and bike lights for every supervisor or ride leader, especially if the route may run into low light. Pack flashlights and emergency blankets in the first aid or safety bag.
For a finish with drinks and food, count reusable cups, plates and cutlery for every participant and add about 10 percent extra. Chill drinks in coolers and arrange tables, serving platters and tongs before the first riders arrive.

Frequently asked questions

How much water do I need for a city bike tour?: Plan at least 1 to 1.5 litres of drinking water per participant for a typical city ride, depending on distance and weather. Add extra water for the finish and keep some available at the starting location.
How many spare inner tubes should I bring on a group bike ride?: Bring at least 1 spare inner tube for every 10 riders, with a minimum of 3 for a small group. Pack a repair kit, tire levers and a tested bike pump as well.
How many route maps should I print for a city bike tour?: Print one map for each participant group and one spare copy per supervisor. For example, six groups and six supervisors means at least 12 maps, plus two or three extras.
When should I buy supplies for a city bike tour?: Buy route, repair and safety supplies at least one week ahead so you have time to test and replace anything missing. Buy fresh food and ice one day before the tour, after confirming the final participant count.

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