What you need for an e-bike tour with reception

An e-bike tour with a reception needs more than bikes and refreshments. You need supplies for route marking, basic roadside repairs, battery charging, participant packs and the food-and-drink setup at the start or finish. Plan drinks and snacks for the riding time as well as the reception, and check power access before bringing chargers, coffee machines or a printer. This list helps you buy and pack the practical items that are easiest to forget until the group is already arriving.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Clothing rack

Sports equipment

Route signsqty 20
Directional signsqty 30
Traffic conesqty 12
Reflective vestsqty 10
Spare helmetsqty 4
Bike pumpsqty 3
Bike repair standsqty 2
Spare inner tubesqty 8
Bike tool kitsqty 3
Ratchet strapsqty 8

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone
E-bike chargersqty 6
Coolersqty 4

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving utensilsqty 8

Decorations

Welcome banner
Tableclothsqty 6

Lighting

LED string lightsqty 4
Rechargeable lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12
Dustpans and brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 80 pieces
- Sugar - 1 kilo
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Still mineral water - 8 bottles
- Sparkling mineral water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 liters
- Apple juice - 3 liters
- Sports drink - 30 bottles
- Lemonade syrup - 2 bottles
- Ice cubes - 8 kilos
- Bake-and-serve rolls - 50 pieces
- Whole wheat rolls - 30 pieces
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Hummus - 1 kilo
- Butter - 500 grams
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Pasta salad - 5 kilos
- Vegetarian wraps - 20 pieces
- Bananas - 40 pieces
- Apples - 30 pieces
- Grapes - 3 kilos
- Muesli bars - 50 pieces
- Unsalted nuts - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Cookies - 4 packs
- Lemon cake - 3 pieces
- Paper napkins - 200 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 4 bottles
- Hand soap - 2 bottles
- Toilet paper - 12 rolls

Tips

Plan around two to three drinks per person for the first hour, then add water for the rest of the route and the closing reception. Bring coolers so drinks stay cold while the group is riding.
Pack at least one spare inner tube for every 10 bikes, plus a pump, bike tool kit and repair stand at the main rest stop. Test the repair supplies before loading them.
Charge every e-bike battery before departure and bring the required chargers, extension cords and power strips. Allow several hours for charging and confirm that the venue has enough outlets.
Prepare one participant pack per person with the printed route map and essential information. Print a few extra maps—around 5% of the group size—for last-minute registrations or damaged copies.
For the reception, count one reusable cup, plate and cutlery set per guest, plus roughly 10% extra. Keep coffee cups and serving platters separate from the riding equipment so they are ready when the group returns.

Frequently asked questions

What drinks and snacks do I need for an e-bike tour?: Allow two to three drinks per person for the first hour, then add enough water for the remaining route and reception. Plan at least one portable snack per participant and bring about 10% extra for late arrivals or higher demand.
How many spare bike repair items should I bring?: A practical starting point is one spare inner tube per 10 bikes, one pump and one bike tool kit for each main repair point, plus a repair stand where possible. Add extra tubes if the route is long, remote or on rough surfaces.
How many cups, plates and chairs do I need for the reception?: Provide one reusable cup, plate and cutlery set per guest, with 10% extra. For seating, count one folding chair per person who needs to sit, and add a few spare chairs for registration, catering or unexpected guests.
How early should I prepare the shopping and equipment?: Buy non-perishable food, route supplies and repair materials at least 3 to 7 days beforehand. Chill drinks and assemble reception supplies the day before, then charge e-bike batteries and test powered equipment before loading.

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