What you need for a cycling tour

A cycling tour needs more than bikes and refreshments. Before riders arrive, you need clear route marking, starter packs, a way to manage groups, and basic repair supplies for punctures and loose parts. This checklist covers the practical items for registration, rider safety, route support, refreshments and the start and finish area. Quantities depend on your rider count, but planning per participant and per volunteer prevents the shortages that are hardest to fix on the day.

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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 30
Beer tablesqty 4
Bicycle racksqty 12
Crowd control barriersqty 20

Sports equipment

Route arrowsqty 80
Route signsqty 40
Conesqty 30
Bib numbersqty 120
Wristbandsqty 120
Bike pumpsqty 4
Tire leversqty 8
Spare inner tubesqty 20
Bike tool kitsqty 4
Cable tiesqty 200
Reflective vestsqty 20
Bike helmetsqty 6
Thermal labelsqty 10

Equipment

Walkie-talkiesqty 12
Megaphonesqty 2
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2

Lighting

Work lightsqty 4
String lightsqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving jugsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 8
Serving tongsqty 8
Serving spoonsqty 6
Kettlesqty 2
Coffee machinesqty 2
Jerry cansqty 6

Catering

Coolers for route postsqty 4
Coffee potsqty 4
Buffet traysqty 8
Pour dispensersqty 4
Cash register
Cash box
Menu boardsqty 6
Groceries
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Isotonic sports drink - 120 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Apple juice - 12 cartons
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Lemon slices - 4 nets
- Bananas - 120 pieces
- Apples - 120 pieces
- Grapes - 10 kilos
- Oranges - 80 pieces
- Muesli bars - 150 pieces
- Energy gels - 120 pieces
- Raisins - 5 kilos
- Currant buns - 120 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Multigrain rolls - 80 pieces
- Cheese - 5 kilos
- Ham - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 3 jars
- Jam - 3 jars
- Butter - 2 kilos
- Cucumbers - 20 pieces
- Tomatoes - 6 kilos
- Lettuce - 12 heads
- Cherry tomatoes - 4 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Nut mix - 5 kilos
- Raisins - 3 kilo
- Muesli cookies - 100 pieces
- Apple pies - 6 pieces
- Cookies - 8 packs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Satay sauce - 2 kilos
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Ice cubes - 20 bags
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 packs
- Bandages - 5 boxes
- Sterile gauze pads - 4 boxes
- Disinfectant spray - 4 bottles
- Wound dressing - 4 rolls
- Sports tape - 8 rolls
- Painkillers - 2 boxes
- Disposable gloves - 4 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Decorations

Start arch
Flagsqty 12
Bannersqty 4
Tableclothsqty 10
Route mapsqty 120

Safety

First aid kitsqty 2
Traffic conesqty 20
Flashlightsqty 8
Safety pinsqty 300

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Cleaning spongesqty 12
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Tips

Prepare one bib number, wristband and starter pack for every registered rider, then add 5–10% spare supplies for late registrations, damaged labels and replacements.
For route marking, count every junction and hazard point rather than estimating by distance. Keep extra route arrows, signs and cable ties with the route team for last-minute repairs.
Set aside one bike repair point with pumps, tire levers, spare inner tubes and bike tool kits. A small supply of each item is useful, but the exact number should match the rider count and route length.
Plan refreshments by time, not just by headcount: allow 2–3 drinks per person for the first hour, then add water and snacks for the expected riding duration.
Reserve enough space and equipment at the start and finish: bicycle racks, tables, barriers and chairs are often arranged too late, especially when riders arrive in waves rather than all at once.

Frequently asked questions

What should I buy for a cycling tour?: Plan for route signs and arrows, cones, bib numbers, wristbands, repair supplies, reflective vests, communication equipment, refreshments and start-finish furniture. Add 5–10% spare bib numbers, wristbands and labels for replacements.
How much food and drink do I need for a cycling event?: For the first hour, allow 2–3 drinks per person and prepare snacks for the full expected riding period. Increase the amount when the route is long, the weather is warm or riders cannot refill along the way.
How many route signs do I need for a bike tour?: Count one sign or arrow for every turn, junction and hazard point, then add at least 10% spare signs for damage or changes after the route inspection. Keep cable ties and cones with the route team.
What bike repair equipment is needed for a cycling tour?: Bring bike pumps, tire levers, spare inner tubes and bike tool kits, plus cable ties for quick fixes. Set up the repair point before registration opens, so riders can deal with problems without delaying the start.

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