What you need for a cycling race

A cycling race needs more than bikes and a marked course. You need supplies for registration, start groups, route control, timing, rider safety and the finish area. Use this checklist alongside your event plan so you can buy consumables early and collect hired equipment before race day. Count participants, volunteers and expected spectators separately: they do not use the same quantities of water, food, cups or printed materials.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Crowd barriersqty 80
Waste binsqty 8
Tablecloth clipsqty 20

Equipment

Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Stopwatchqty 4
Megaphonesqty 3
Walkie-talkiesqty 12
Laptop
Printer

Sports equipment

Bib numbersqty 150
Number clipsqty 300
Round counting platesqty 4
Finish ribbonqty 2
Stage sectionsqty 3
Medalsqty 30
Cupsqty 12
Stopwatchesqty 4
Bike pumpsqty 2
Spare inner tubesqty 12
Conesqty 30
Barrier tapeqty 10
Flagsqty 20
Route signsqty 30
Directional signsqty 20
Traffic conesqty 40
Warning signsqty 12
Reflective vestsqty 20
Start arch
Finish arch

Tableware

Reusable cupsqty 250
Reusable coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Pitchersqty 6
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Containers for wasteqty 4

Lighting

Work lightsqty 4
String lightsqty 4

Decorations

Pennant setsqty 10
Balloonsqty 100
Balloon weightsqty 8
Stage drapesqty 3
Information boardsqty 8
Pensqty 20
Clipboardsqty 12
Writing paperqty 500

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mop setsqty 2
Bucketsqty 4
First aid kitsqty 2
Hand sanitizer holdersqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 20 bottles
- Spa Rood - 8 bottles
- Sports drink - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Coffee cream - 4 packets
- Stirrers - 300 pieces
- Paper napkins - 500 pieces
- Sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Young cheese - 4 kilograms
- Cooked ham - 3 kilograms
- Vegetarian Sliced Toppings - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Butter - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Muesli bars - 200 pieces
- Bananas - 10 kilograms
- Apples - 10 kilograms
- Grapes - 6 kilograms
- Cookies - 10 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 dispensers
- Hand gel - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Tea towels - 12 pieces
- Bandages - 10 boxes
- Sterile gauze pads - 10 packs
- Disinfectant - 4 bottles
- Disposable gloves - 4 boxes
- Ice cubes - 20 kilograms

Tips

Print at least one start number per rider, then add 5–10% extra for damaged prints, late changes and replacements. Sort the numbers into start groups before race day and keep spare clips with the registration supplies.
Prepare one radio or megaphone for each key operational point, such as registration, start, finish and route supervision. Charge radios the evening before and test every extension cable, power strip and microphone before loading the equipment.
Mark every turn with route boards or arrow signs, and keep spare signs, cones and barrier tape in a vehicle that can reach the course quickly. A missing sign at one junction can send an entire start group the wrong way.
Plan drinking water for riders, volunteers and officials separately. Cool the drinks in filled cool boxes before the first start and provide more cups than your headcount suggests, especially if spectators share the finish area.
Keep a repair box at the start and finish with pumps and spare inner tubes, and place another pump near the longest exposed section of the route if transport allows. Check that the pump valves fit the bike types entered before race day.

Frequently asked questions

How many cycling race start numbers do I need?: Prepare one number for every confirmed rider and add 5–10% spares. For 100 riders, print or order 105 to 110 numbers, plus enough number clips for every rider.
How much water should I buy for a cycling race?: Allow around 1.5–2 litres per rider for the event, depending on distance and weather, and add 0.5 litres per volunteer. For 100 riders and 20 volunteers, that is roughly 160–210 litres, with extra water for hot conditions.
When should I prepare cycling race route signs?: Design and order the signs at least 2–3 weeks before race day if they need printing. Check the complete set against the final route 2–3 days before the race and keep spare arrows ready for last-minute changes.
How many spare inner tubes do I need for a cycling race?: Bring at least one spare inner tube for every 20–25 riders, with a minimum of four for a small race. For 100 riders, prepare 4–5 tubes and confirm that the sizes match the bikes in the entry list.

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