What to Buy for a Garden Bike Tour

A garden bike tour needs more than bikes and refreshments. You will need practical supplies for registration, route marking, food service and basic roadside repairs, plus equipment for the starting location. Plan quantities around your final participant list, then add a small reserve for drinks, cups and printed route maps. Items such as coolers, extension cords, pumps and repair kits are easy to overlook until setup or the first mechanical problem.

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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
Bicycle Racksqty 4
Tableclothsqty 6

Tableware

Reusable cupsqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitcherqty 4

Equipment

Coolersqty 4
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Bike pumpsqty 3
Bike repair kitsqty 2
Mobile phonesqty 3

Sports equipment

Reflective vestsqty 8
Bike helmetsqty 4
Conesqty 12
Route arrowsqty 30

Decorations

Welcome banner
Table décorqty 6
Name stickersqty 80

Lighting

String lightsqty 4
LED lampsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 4
Thermos flasksqty 4

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop and bucket
First aid kitsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 100 bags
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Mineral water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 2 bottles
- Ice cubes - 10 kilos
- Sausage rolls - 100 pieces
- Baguettes - 12 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 2 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Cookies - 5 kilos
- Cake - 8 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Mixed nuts - 2 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Cleaning spray - 2 bottles

Tips

Plan drinks by hour: allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Chill them in coolers before participants arrive.
Prepare one place setting per participant, plus 10% extra plates, cups and cutlery. That gives you spare tableware if something is dropped or used at the starting location.
Print one route map per participant and keep at least 10 extra copies at the registration desk. Pack route arrows, cones and reflective vests together so route marking is not delayed.
Set aside one bicycle pump and one repair kit for every 20 to 25 riders, with at least one complete kit at the start. Check the pumps, pliers and repair tools before shopping is finished.
Count power needs before bringing coffee machines, LED lamps or string lights. Take enough extension cords and power strips to reach each setup area, and test them before the event day.

Frequently asked questions

How many drinks do I need for a garden bike tour?: Allow two to three drinks per person during the first hour, followed by roughly one drink per person for each additional hour. Add 10% extra for warm weather, volunteers and unexpected delays.
How many route maps should I print?: Print one map for every registered participant, then add at least 10 spare copies. Print them no later than the day before, so changes to the route can still be included.
How many bicycle repair kits are needed for a bike tour?: Pack at least one complete repair kit for every 20 to 25 riders, with one kit kept at the starting point. Check all kits and pumps one day before the tour.
What should I buy for serving food at the starting location?: Allow one plate, cup and cutlery set per participant, plus 10% extra. Also prepare serving platters, a pitcher, cutting boards and knives before the buffet is set up.

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