What you need for a gravel tour

A gravel tour needs more than bikes and a route file. You need clear route marking, supplies for riders at checkpoints, a working registration area and basic support for mechanical problems. This shopping list covers the practical equipment, catering items and safety supplies to prepare before riders arrive. Use the number of participants and checkpoints to scale drinks, cups, route markers and spare parts. Confirm power, shelter and communication needs at least one week before the tour.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Bicycle racksqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Catering

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Serving traysqty 8
Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Alcohol-free beer - 60 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 20 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Currant buns - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Ham - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Nut mix - 5 bags
- Bananas - 100 pieces
- Apples - 80 pieces
- Grapes - 6 kilos
- Muesli bars - 150 pieces
- Raisins - 4 bags
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Cleaning wipes - 4 packs

Equipment

Speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Bike pumpsqty 4
Basic bike toolsqty 4
Spare inner tubesqty 20

Sports equipment

Bike numbersqty 120
Start and finish arch
Route arrowsqty 80
Route tapeqty 6
Conesqty 20
First aid kitsqty 3
Reflective vestsqty 12
Walkie-talkiesqty 8

Decorations

Bib numbersqty 4
Flagsqty 12

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Litter pickersqty 4
Bucketsqty 4
Spongesqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8

Tips

Plan roughly 750 ml to 1 litre of water per rider for the route, then add extra for volunteers and warm weather. Use water jugs at the start and finish, and coolers for drinks that need to stay cold.
Prepare one bike number or bib number per participant, plus at least 5% extra for replacements and late registrations. Keep the numbers, registration materials and route files together at the registration table.
For route marking, count every turn and hazard point during the site inspection. Pack extra route arrows and route tape—at least 10% more than your planned total—because signs can be damaged or moved.
Set aside one basic bike tool kit, a bike pump and spare inner tubes at the start and at each staffed checkpoint. Match the inner tube sizes to the bikes most riders are using and check the pump before departure day.
Give each checkpoint a first aid kit, reflective vest and walkie-talkie, then test communication from the actual route. Arrange party tents, tables and chairs at least one day before the tour if weather protection is needed.

Frequently asked questions

What food and drinks do I need for a gravel tour?: Allow 750 ml to 1 litre of water per rider for the route, plus extra for volunteers. For the first hour, plan around 2 to 3 drinks per person at the start or finish, and add food based on the distance and number of checkpoints.
How many route arrows should I buy for a gravel tour?: Count the required arrows after inspecting the complete route, including every junction and turn. Add at least 10% extra, and bring route tape and cones for hazards or places where arrows may not be enough.
How much spare bike equipment is needed for a gravel ride?: Provide at least one pump and one basic bike tool kit at the start, with additional sets at staffed checkpoints. Carry spare inner tubes in the common sizes for the participating bikes, and check all equipment 1 to 2 days before the tour.
When should I prepare the gravel tour supplies?: Order or gather shelter, tables, bicycle racks and communication equipment at least 1 week before the event. Sort route arrows, bike numbers, first aid kits and catering supplies 1 to 2 days before, then chill drinks and load the start area on the day itself.

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