What to Buy for a Four-Day Cycling Event

A four-day cycling event needs more than food and drinks. Riders need clear route information, numbered or wristbanded access, working repair equipment and reliable support at every rest stop. Plan supplies for four days, then add a buffer for punctures, lost maps, damaged signs and late registrations. Check power, cooling and storage before shopping: kettles, coffee machines, coolers and extension cords are easy to overlook until setup day.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Bicycle racksqty 12
Waste binsqty 10

Equipment

Coolersqty 8
Kettlesqty 3
Coffee machinesqty 3
Sound system
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Route signsqty 80
Directional signsqty 40
Bib numbersqty 250
Wristbandsqty 250
Route mapsqty 300
Bike pumpsqty 6
Repair standsqty 2
Bike repair kitsqty 4
Inner tubesqty 30
Bicycle light setsqty 10
Crowd control barriersqty 20
Traffic conesqty 30
Whistlesqty 12
Safety vestsqty 20
Hand stampsqty 8
Stamp cardsqty 250
Medal ribbonsqty 250

Tableware

Reusable cupsqty 300
Platesqty 300
Cutlery setsqty 300
Coffee cupsqty 100
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 12
Serving plattersqty 12
Coolersqty 4
Food containersqty 20

Cleaning

Cleaning bucketsqty 6
Dish brushesqty 6
Hand broomsqty 4
Litter pickersqty 4

First aid

First aid kitsqty 3
Ice packsqty 20
Emergency blanketsqty 6

Decorations

Start/finish bannersqty 2
Buntingqty 8
Tableclothsqty 12

Lighting

LED string lightsqty 6

Catering

Groceries
- Coffee - 12 packs
- Tea - 8 boxes
- Cocoa powder - 2 packs
- Sugar - 5 kilo
- Milk - 40 liters
- Oat milk - 10 liters
- Cola - 30 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Ice tea - 20 bottles
- Spa Blauw - 120 bottles
- Spa Rood - 40 bottles
- Isotonic sports drink - 100 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Apples - 25 kilos
- Bananas - 20 kilos
- Pears - 12 kilo
- Grapes - 10 kilos
- Oranges - 15 kilos
- Muesli bars - 300 pieces
- Energy bars - 250 pieces
- Currant buns - 250 pieces
- Wholemeal rolls - 300 pieces
- White rolls - 200 pieces
- Whole wheat bread - 25 loaves
- Rusk - 8 packs
- Unsalted butter - 5 kilo
- Margarine - 4 tubs
- Young cheese - 8 kilos
- Aged cheese - 4 kilos
- Back ham - 5 kilos
- Chicken breast slices - 5 kilos
- Hummus - 4 kilos
- Peanut butter - 6 jars
- Fruit jam - 6 jars
- Chocolate sprinkles - 4 packs
- Cucumbers - 20 pieces
- Tomatoes - 15 kilos
- Lettuce - 10 heads
- Red bell pepper - 8 kilos
- Onions - 5 kilo
- Carrots - 8 kilos
- Baby potatoes - 35 kilos
- Rice - 15 kilo
- Pasta - 15 kilo
- Couscous - 8 kilo
- Chicken breast - 25 kilo
- Vegetarian burgers - 80 pieces
- Vegetarian meatballs - 8 kilos
- Eggs - 15 boxes
- Tomato sauce - 12 liters
- Peanut sauce - 8 liters
- Mayonnaise - 6 bottles
- Ketchup - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Olive oil - 5 liters
- Sunflower oil - 5 liter
- Salt - 2 kilos
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Italian herbs - 300 gram
- Garlic powder - 300 grams
- Bouillon cubes - 3 boxes
- Sandwiches for lunch - 500 pieces
- Soup - 30 liters
- Yogurt - 20 liters
- Muesli - 8 kilos
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Salted peanuts - 10 bags
- Cookies - 15 packs
- Popsicles - 300 pieces
- Lemons - 5 kilo
- Ice cubes - 40 kilos
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Napkins - 1000 pieces
- Paper towels - 24 rolls
- Garbage bags - 120 pieces
- Dish soap - 5 bottles
- All-purpose cleaner - 5 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand gel - 8 bottles

Tips

Prepare one route pack per participant, plus at least 10% extra for late registrations, damaged maps and replacements. Include the route maps, bib numbers or wristbands and any stamp cards needed for the route.
For four days of riding, bring more inner tubes and repair materials than the expected number of punctures. A practical starting point is one spare inner tube per 10 riders, with pumps, repair kits and repair stands available at the start and rest stops.
Buy drinks and reusable cups for every riding day, not just the opening morning. Chill the first day’s supply in advance and keep the remaining drinks in coolers that can be refilled at each rest stop.
Pack signs by route section rather than in one box. Keep route signs, directional signs, traffic cones and safety vests together for each deployment team so volunteers can set up without searching for equipment.
Test the sound system, coffee machines, kettles and lighting with the actual extension cords and power strips at least one day before the event. Bring spare cables and place waste bins near registration, rest stops and bicycle parking.

Frequently asked questions

How many route packs do I need for a four-day cycling event?: Prepare one pack per registered rider, then add 10% extra. For 100 riders, make 110 packs so you can cover late registrations, lost maps and damaged materials across the four days.
How many spare inner tubes should I buy for a cycling event?: Start with one spare inner tube per 10 riders, plus at least five additional tubes for a four-day event. For 100 riders, that means at least 15 spare tubes, alongside pumps and bike repair kits.
When should I buy drinks and chillers for the event?: Buy non-perishable drinks and check the coolers at least 3 days before the start. Chill the first day’s drinks the day before, and arrange daily replenishment for the remaining three days.
How many directional signs and cones do I need?: Count every junction, hazard and route change on each route, then add 10% spare signs. Place at least two traffic cones around each temporary hazard or volunteer-controlled point, with safety vests and whistles for the team.

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