What to buy for a cycle race

A cycle race needs more than bikes and a marked route. You’ll need clear signage, bib numbers, barriers, communication equipment, repair supplies and a practical registration setup. Buy or reserve disposable and printed items early, especially bibs, medals and route signs, because replacing them at the last minute is difficult. Plan separate supplies for riders, volunteers, traffic control and spectators so essential equipment does not end up at the wrong point on the course.

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What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 3
Buffet tablesqty 4
Chairsqty 30
High tablesqty 6

Equipment

Laptopqty 2
Tabletsqty 3
Mobile phonesqty 6
Walkie-talkiesqty 12
Power banksqty 8
Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 2
Stopwatchesqty 4
Printer

Sports equipment

Bicycle racksqty 8
Bib numbersqty 150
Bib holdersqty 150
Conesqty 40
Traffic conesqty 60
Crowd barriersqty 30
Route signsqty 35
Directional signsqty 25
Ribbonsqty 10
Bollardsqty 30
Spare bike pumpsqty 4
Bike repair kitsqty 3
Spare inner tubesqty 20
Stage blocksqty 3
Medalsqty 12
Cupsqty 6
Start and finish ribbonqty 2
Traffic marshal vestsqty 16
Work glovesqty 12
Rain umbrellasqty 10
Clipboardsqty 8
Pensqty 40
Markersqty 12
Power cable reelsqty 3
First aid kitsqty 2
Emergency blanketsqty 10
Safety glovesqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving bowlsqty 12
Serving jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 8
Ice cube traysqty 6
Cutting boardsqty 4
Knivesqty 8
Serving tongsqty 8
Ice packsqty 30

Lighting

LED lightsqty 8
Battery lanternsqty 6

Decorations

Competition flagsqty 20
Stage curtain
Tableclothsqty 8
Balloonsqty 100
Buntingqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 120 bottles
- Sparkling water - 24 bottles
- Sports Drink - 100 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Oat bars - 150 pieces
- Muesli bars - 150 pieces
- Bananas - 18 kilos
- Apples - 12 kilos
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Whole wheat bread - 20 loaves
- White rolls - 150 pieces
- Wholegrain rolls - 100 pieces
- Cheese - 8 kilos
- Ham - 5 kilo
- Chicken breast slices - 5 kilos
- Hummus - 3 kilos
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 2 kilos
- Cucumber - 8 pieces
- Tomatoes - 6 kilos
- Lettuce - 6 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Pretzels - 6 bags
- Mixed nuts - 4 kilos
- Raisins - 3 kilos
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Disinfectant gel - 6 bottles
- Trash bags - 100 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Diet-friendly sandwiches - 20 pieces
- Plant-based cheese - 1 kilo

Tips

Allow one bib number and one bib holder per rider, plus at least 5% spare bibs for damaged, lost or late-added numbers. Print the start list only after registration closes, then keep a second copy at registration.
Use route signs and directional signs at every turn, junction and confusing section. Prepare at least two spare signs and enough cones or bollards to make the course visible from a distance.
Give each traffic controller a mobile phone or walkie-talkie, and provide at least one power bank for every two devices. Test the communication plan before riders arrive, not when the start is underway.
Pack one bike repair kit and one spare pump at registration, at the start and at the finish. Keep spare inner tubes in the sizes used by the participating bikes and assign a volunteer to each repair point.
Reserve enough tables, chairs and shelter for registration and refreshments, with at least one extra table for paperwork and equipment. Bring extension cords and power strips only after checking the venue’s available power and keeping cables away from rider and spectator routes.

Frequently asked questions

What should I buy for a cycle race?: Plan for bib numbers and holders, route and directional signs, cones, barriers, bike racks, repair kits, pumps, spare inner tubes, radios or phones, tables, chairs and shelter. Add medals or prizes, printing supplies and power banks for the registration and finish areas.
How many spare bib numbers do I need for a cycle race?: Prepare one bib per registered rider and add at least 5% spare numbers. For 100 riders, that means 105 bibs, with holders or fasteners available for the same total.
How many walkie-talkies are needed for a cycle race?: Provide one walkie-talkie for each key position, such as race control, the start, finish, first aid contact and traffic-control leads. For a small race, start with 6 to 10 units and give other volunteers mobile phones with power banks.
When should I order cycle race medals and signs?: Order medals and printed route signs at least 3 to 4 weeks before race day. Leave extra time for checking names, bib ranges and directions, and prepare spare signs before the course is marked.

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