What to buy for a company bike ride

A company bike ride needs more than bikes and helmets. You also need a workable setup at the start and finish, food and drink service, coffee equipment, seating and a way to keep supplies cold. This shopping list covers the shared equipment for the ride and the meal afterward. Confirm the participant count first, then scale food, drinks, tableware and bike numbers to the final registration list.

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What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Folding chairsqty 50
Buffet tablesqty 3
High tablesqty 4
Bicycle racksqty 6
Tableclothsqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 100
Coffee cupsqty 50
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 12
Serving tongsqty 8
Coolersqty 6
Ice packsqty 24

Equipment

Portable speakersqty 2
Microphone
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Clipboardsqty 4
Pensqty 30

Sports equipment

Bikesqty 45
Bike helmetsqty 45
Reflective vestsqty 12
Bike pumpsqty 4
Spare inner tubesqty 12
Tire leversqty 8
Bike multi-toolsqty 4
Bicycle light setsqty 8
Route card holdersqty 6
Bottle holdersqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6
Traffic conesqty 12

Decorations

Buntingqty 6
Balloonsqty 50
Route arrowsqty 30
Chalkboardsqty 4
Name badgesqty 50
Markersqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 2 kilos
- Tea bags - 100 pieces
- Black tea - 40 bags
- Herbal tea - 30 bags
- Green tea - 30 bags
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweeteners - 100 pieces
- Cola - 12 liters
- Cola Zero - 12 liters
- Sinas - 6 liters
- Bitter lemon - 6 liter
- Sparkling mineral water - 12 liters
- Still mineral water - 24 liters
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Iced tea - 6 liters
- Sports drink - 12 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 12 pieces
- Ice cubes - 12 kilo
- Cookie cups - 4 packs
- Wholemeal baguettes - 8 pieces
- White baguettes - 6 pieces
- Gluten-free bread - 2 loaves
- Butter - 1 kilo
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Smoked chicken breast - 1 kilo
- Dry-cured ham - 1 kilo
- Vegetarian tapenade - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Celery - 2 bunches
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Oranges - 30 pieces
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 5 bags
- Salted nuts - 2 kilos
- Olives - 1 kilo
- Pickles - 2 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto sauce - 3 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 1 liter
- Salt - 500 grams
- Black pepper - 100 grams
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Mixed salad - 4 kilos
- Pasta salad - 5 kilos
- Potato salad - 4 kilos
- Vegetarian wraps - 30 pieces
- Chicken wraps - 30 pieces
- Falafel - 2 kilos
- Grilled vegetables - 3 kilos
- Fruit salad - 4 kilos
- Brownies - 50 pieces
- Mini muffins - 50 pieces
- Vegan cookies - 3 packs
- Gluten-free cookies - 3 packs
- Napkins - 250 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces
- Hand soap - 4 bottles
- Hand gel - 6 bottles
- Paper towels - 6 packs

Tips

Plan two to three drinks per person for the first hour, then add extra water for the route and dinner. Use coolers and ice packs so drinks at the rest points stay cold.
Allow one reusable glass, plate, bowl, knife, fork and spoon per guest, plus at least 10% extra for replacements and serving needs. Keep serving spoons, tongs and platters separate from guest tableware.
Provide one coffee cup per expected coffee drinker and prepare enough hot-water capacity for the group. Two thermos flasks help keep coffee available while the coffee machines or kettles are being used elsewhere.
Count bikes against confirmed registrations, not invitations. Check reservations and bike condition before the ride, and charge rental-bike batteries the day before so the group does not start with avoidable delays.
Set up the finish area before riders leave: allow one beer table or buffet table for every 8–10 people, and add folding chairs for anyone who needs to sit after the ride. Pack power banks, extension cords and power strips with the portable speaker and microphone if announcements or music are planned.

Frequently asked questions

How many bikes do I need for a company bike ride?: Buy or reserve one suitable bike per confirmed participant, unless people are bringing their own. Confirm the final number at least 7 days before the ride so reservations and bike fitting can be checked.
How much extra tableware should I buy for a company bike ride?: Plan one complete place setting per guest and add 10% extra. For 40 participants, that means 44 plates, bowls, glasses, knives, forks and spoons.
How many tables and chairs are needed after the bike ride?: Allow one beer or buffet table for every 8–10 people and provide at least one chair per guest who may need to sit. For 40 riders, start with 4–5 tables and 40 chairs, then adjust for the dinner setup.
When should I buy ice packs and drinks for a company bike ride?: Buy drinks and ice packs 1–2 days before the ride, then load the coolers on the morning of the event. Check the weather forecast the day before and increase cold drinks if temperatures are high.

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