Cycling festival shopping list

A cycling festival needs more than bikes and helmets. You will need equipment for the course, quick repairs, rider check-in, refreshments, changing areas, seating and sound. Plan supplies around the number of participants, volunteers and activity stations, then add spares for items that can fail or disappear during the day. This list helps you check purchases before deliveries arrive and before the site is marked out.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 80
Beer table setsqty 6
Bar matsqty 3
Waste binsqty 8
Bicycle racksqty 12
Changing room screensqty 2

Sports equipment

Bikes for the courseqty 12
Spare bicyclesqty 3
Bike helmetsqty 20
Bike pumpsqty 4
Repair standsqty 2
Bike tool kitsqty 2
Inner tubesqty 20
Inner tubesqty 6
Bottle holdersqty 6
Water bottlesqty 30
Bib numbersqty 150
Course ribbonqty 500
Conesqty 40
Agility obstaclesqty 8
Stopwatchesqty 4
Medal ribbonsqty 20
Winner's cupsqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable work lightsqty 4
Walkie-talkiesqty 8
Power banksqty 4
Coolersqty 6
Cash boxesqty 2
Payment terminalsqty 2
Traffic barriersqty 30
Traffic conesqty 24
Reflective vestsqty 20
Clipboardsqty 6
Megaphonesqty 2

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Cooling matsqty 10

Decorations

Festival Flagsqty 4
Bike flagsqty 20
Start and finish arch
Route arrowsqty 30
Program boardsqty 4
Information bannersqty 6
Tableclothsqty 12

Lighting

String lightsqty 8
LED lampsqty 10
Battery lanternsqty 6

Cleaning

Broom setsqty 4
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 10
Hand sanitizer pumpsqty 6
First aid kitsqty 2
Warning signsqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 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 - 60 bottles
- Spa Red - 24 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Apples - 8 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Muesli bars - 150 pieces
- Raisin buns - 100 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Multigrain rolls - 80 pieces
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Back ham - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 3 jars
- Jam - 3 jars
- Butter - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lettuce - 12 heads
- Cucumbers - 15 pieces
- Tomatoes - 8 kilo
- Peppers - 4 kilos
- Red onions - 2 kilos
- Carrots - 5 kilos
- Potatoes - 20 kilos
- Hamburgers - 150 pieces
- Vegetarian burgers - 30 pieces
- Hamburger buns - 180 pieces
- Herb mix for burgers - 4 bags
- Salt - 1 kilo
- Pepper - 2 jars
- Paprika powder - 2 jars
- Olive oil - 2 liters
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salted peanuts - 6 bags
- Popcorn - 6 bags
- Cookies - 8 packs
- Brownies - 100 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- Cleaning spray - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Food containers - 30 pieces

Tips

Keep at least one spare bicycle and several spare inner tubes available for event-day problems. Put pumps, repair stands and tool kits where riders and volunteers can reach them quickly.
Prepare one water bottle per participant, plus extra bottles for volunteers and replacements. Fill coolers shortly before activities begin so drinks stay cold without occupying the equipment area all day.
Match bib numbers, the printed participant list and the race schedule before registration opens. Keep a small reserve of unused numbers for late registrations or damaged bibs.
Bring enough cones and course ribbon to mark every turn, crossing and restricted section. Walk the route with the traffic plan before riders arrive, because missing markings are harder to fix once activities start.
Check power and sound equipment at least one day before the festival. Test speakers, the mixer and wireless microphones together, and bring extension cords and power strips long enough to keep cables away from the riding route.

Frequently asked questions

What equipment do I need for a cycling festival?: Plan for bicycles, spare bicycles, helmets, pumps, repair stands, tool kits, inner tubes, water bottles and bottle holders. You will also need course markers, timing equipment, bib numbers, medals or winner’s cups, plus furniture and sound equipment.
How many spare bicycles should I bring to a cycling festival?: Bring at least one spare bicycle for a small or medium festival, and consider one spare for every 20 to 30 participating riders if equipment is shared. Check every bike before setup and keep the spares ready for immediate use.
How much water do I need for a cycling festival?: Allow at least one water bottle per participant, then add around 10% extra for replacements, volunteers and lost bottles. Store the bottles in filled coolers shortly before the cycling activities begin.
When should I buy supplies for a cycling festival?: Buy non-perishable course, furniture and sound supplies at least one week ahead. Purchase drinks and other short-life refreshments one to two days before the event, then check deliveries and the complete shopping list on the final setup day.

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