What to buy for a cycling clinic
A cycling clinic needs more than bikes and instructors. Plan supplies for registration, route marking, safety, basic repairs, hydration and the start area, with quantities based on your participant count. Drinks, spare tubes, reflective vests and route signs are easy to underestimate or leave until the last day. Use the prepared list below, then add a small buffer for damaged markers, extra repairs and participants who arrive without essential gear.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 6
- Folding chairsqty 12
- Bicycle Racksqty 4
Sports equipment
- Traffic conesqty 30
- Marker discsqty 20
- Reflective vestsqty 10
- Spare helmetsqty 4
- Bike pumpsqty 3
- Bike repair stand
- Allen key setsqty 3
- Tire leversqty 6
- Spare inner tubesqty 10
- Tape kitsqty 4
- Chain oilqty 2
- Cable tiesqty 50
- Whistlesqty 6
- Water bottle cratesqty 4
- Bib numbersqty 40
- Wristbandsqty 40
- Directional signsqty 20
- Barrier tapeqty 4
- Clipboardsqty 4
- Markersqty 12
Equipment
- Walkie-talkiesqty 6
- Bluetooth speaker
- Extension cordsqty 3
- Power stripsqty 3
- Power banksqty 4
- Thermometer
Tableware
- Reusable cupsqty 60
- Platesqty 50
- Cutlery setsqty 50
- Coffee potsqty 3
- Thermos flasksqty 4
Catering
- Coolersqty 4
- Water dispensersqty 2
- Ice cube traysqty 4
- Insulated transport boxesqty 3
- Groceries
- Flat mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Isotonic sports drink - 30 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Coffee milk - 2 packs
- Ice lollies - 40 pieces
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Multigrain buns - 40 pieces
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Hummus - 1 kilo
- Butter - 500 grams
- Lettuce - 6 heads
- Tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Vegetable soup - 8 liters
- Croutons - 4 bags
- Apples - 40 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Muesli bars - 50 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 2 bags
- Whole grain cookies - 4 packs
- Ketchup - 1 bottle
- Mustard - 1 jar
- Mayonnaise - 1 jar
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning sponges - 2 packs
- Disinfectant wipes - 4 packs
Safety
- First aid kitsqty 2
- Emergency blanketsqty 6
- Safety glovesqty 6
Lighting
- LED lampsqty 6
- Flashlightsqty 6
Cleaning
- Waste binsqty 6
- Broom setsqty 2
- Mop setsqty 2
- Hand soap dispensersqty 3
- Hand sanitizerqty 4
Tips
- Plan two 500 ml bottles of water per participant for a half-day clinic, plus at least one extra crate for instructors, supervisors and unexpected delays. Chill the drinks the day before rather than on the morning of the event.
- Prepare one reflective vest and one whistle for every instructor or route supervisor, then add two spare vests. Hand these out before groups leave, not while riders are already waiting at the start.
- For basic repairs, allow one spare inner tube per 10 participants, with a minimum of four, and keep tire levers, Allen key sets, pumps, chain oil and cable ties together at the repair station.
- Use one bib number and wristband per registered participant, plus 5–10% extras. Keep the participant list, clipboards and markers at registration so late changes and emergency contacts can be checked quickly.
- Check power needs at least 48 hours before setup. Test extension cords, power strips, the Bluetooth speaker and walkie-talkies, and charge power banks the night before; keep route signs, cones and barrier tape ready in separate bundles.
Frequently asked questions
- How much water do I need for a cycling clinic?
- For a half-day clinic, provide two 500 ml bottles per participant and one additional crate for staff and delays. In warm weather, add 500 ml per person and keep the drinks chilled before the start.
- How many spare bike parts should I buy for a cycling clinic?
- Plan one spare inner tube per 10 participants, with at least four tubes even for a small group. Bring tire levers, pumps and basic tools as well, because a tube is not useful if nobody can fit it.
- How many reflective vests are needed for a cycling clinic?
- Provide one vest for every instructor, supervisor or person managing the route, plus two spares. Count these separately from participant clothing; the people directing groups need to remain visible throughout the ride.
- When should I prepare the cycling clinic supplies?
- Buy and check repair gear, signs and safety equipment at least 48 hours before the clinic. Chill drinks the day before, charge power banks overnight and pack registration materials before setup begins.
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