What to Buy for a Heart Bike Ride

A Heart bike ride needs more than bicycles and refreshments. Plan supplies for registration, route marking, rest stops, bike repairs and a clear safety briefing before riders set off. Use reusable cups, plates and cutlery where possible, and keep drinks and snacks accessible at the start and finish. Check the weather and route warnings before shopping so you can add lighting, shelter or extra safety equipment when needed.

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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 30
Bicycle Racksqty 6
Tableclothqty 8

Tableware

Reusable cupsqty 100
Reusable platesqty 70
Reusable cutleryqty 70
Coffee cupsqty 60

Equipment

Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Extension cordsqty 4
Rechargeable walkie-talkiesqty 6

Sports equipment

Route signsqty 20
Conesqty 20
Barrier tapeqty 4
Bib numbersqty 70
Safety vestsqty 15
Bike pumpsqty 3
Tire repair kitsqty 4
Spare inner tubesqty 10
Bike multi-toolsqty 3
First aid kitsqty 2
Emergency blanketsqty 6

Lighting

Outdoor lightsqty 6
Battery lanternsqty 4

Decorations

Start/finish arch
Buntingqty 6
Balloonsqty 50

Cleaning

Waste binsqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving traysqty 8
Serving jugsqty 6

Catering

Groceries
- Still water - 80 bottles
- Sparkling water - 30 bottles
- Isotonic sports drink - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 10 liters
- Apple juice - 6 liters
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 5 kilos
- Muesli bars - 70 pieces
- Currant buns - 60 pieces
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Cheese - 3 kilos
- Ham - 2 kilos
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 1 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Spice cake - 4 packs
- Wraps - 4 packs
- Chicken breast topping - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lemons - 10 pieces
- Herb butter - 4 tubs
- Vegetarian soup - 8 liters
- Tomato soup - 8 liters
- Soup sticks - 6 packs
- Pasta salad - 8 kilo
- Green salad - 6 kilos
- Sandwich rolls - 70 pieces
- Vegan spread - 2 kilos
- Allergen labels - 2 rolls
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand gel - 6 bottles

Tips

Plan two to three drinks per person for the first hour, then add water and other drinks for each planned rest stop. Chill what you can in coolers and keep a separate supply for volunteers.
Bring one bike pump, one multi-tool and one tire repair kit for every 20 riders, plus at least one spare inner tube for every 10 bikes. Keep these at the start area and rest area.
Prepare one bib number for every registered rider, and bring at least 10% extra for late changes or damaged numbers. Pack safety vests for every route volunteer so riders can identify help quickly.
Set aside one first aid kit at the start/finish area and another for the rest area when the route is long enough to need a stop. Add emergency blankets for cold or wet conditions, and check expiry dates before event day.
Take enough route signs, cones and barrier tape to mark every turn and any hazardous section. Pack rechargeable walkie-talkies for key volunteers, and test the full set before riders arrive.

Frequently asked questions

How many drinks should I buy for a Heart bike ride?: Allow two to three drinks per person for the first hour, then plan extra drinks for every rest stop and for volunteers. Buy at least 10% more than the calculated total so late registrations and warm weather do not leave you short.
How many spare bike parts do I need for the ride?: For a group of up to 20 riders, bring at least one pump, one bike multi-tool and one tire repair kit. Add one spare inner tube for every 10 bikes, and keep the repair equipment together at the start or rest area.
What safety supplies are needed for a Heart bike ride?: Prepare route signs, cones and barrier tape for turns, crossings and hazards, plus one safety vest for each volunteer on the route. Keep two first aid kits available for a larger route, with emergency blankets packed before the weather check.
When should I buy and prepare the bike ride supplies?: Buy non-perishable equipment and route materials at least 7 days before the ride. Chill drinks, prepare snacks, check bike tools and test walkie-talkies the day before, then set up signs and the registration table on event day.

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