What you need for a loop event

A loop event needs more than route signs and race numbers. You also need clear start and finish equipment, volunteer gear, refreshments, power supplies and a plan for minor bike problems. Use the quantities in your registration list to scale bibs, medals, drinks and catering. Check the route and weather before shopping, because missing signs, spare tubes or waterproof shelter are difficult to fix on event day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 40
Bar stoolsqty 6
Waste binsqty 8
Bicycle racksqty 12
Traffic barriersqty 20
Conesqty 40
Start arch
Finish arch

Sports equipment

Route signsqty 35
Bib numbersqty 180
Race numbersqty 180
Medal ribbonsqty 180
Trophiesqty 6
Spare bike pumpsqty 4
Spare inner tubesqty 20
Bike tool kitsqty 3
Reflective vestsqty 25
Whistlesqty 12

Equipment

PA system
Wireless microphonesqty 2
Speakersqty 2
Stopwatchesqty 4
Walkie-talkiesqty 12
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2

Tableware

Drinking glassesqty 250
Coffee cupsqty 80
Platesqty 200
Cutlery setsqty 200
Serving jugsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6

Decorations

Buntingqty 12
Stage drapesqty 4
Sponsor bannersqty 10

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Litter pickersqty 4

Catering

Groceries
- Spa Blauw - 180 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Coffee - 6 packs
- Tea - 3 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon tea - 2 boxes
- Lemonade syrup - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini sandwiches - 300 pieces
- Young cheese - 4 kilos
- Ham - 3 kilos
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Butter - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Nut mix - 6 bags
- Muesli bars - 240 pieces
- Bananas - 12 kilo
- Apples - 10 kilos
- Oranges - 8 kilo
- Grapes - 6 kilos
- Currant buns - 120 pieces
- Yogurt - 40 cups
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Wooden cutlery - 300 sets
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Garbage bags - 120 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles

First aid

First aid kitsqty 2
Bandagesqty 200
Bandage rollsqty 12
Sterile compressesqty 30
Emergency blanketsqty 10
Disposable glovesqty 100

Safety

Barrier tapeqty 10
Flashlightsqty 8
Spare batteriesqty 40
Route mapsqty 30
Contact cardsqty 30

Registration

Pensqty 30
Clipboardsqty 8
Name stickersqty 250
Wristbandsqty 250
Cash register

Tips

Order at least one bib or race number per registered participant, plus 5–10% spares for last-minute entries, damaged numbers and replacements.
Prepare one reflective vest and whistle for every marshal or route volunteer. Add walkie-talkies for key points such as the start, finish, junctions and first aid.
For a cycling loop, keep at least two spare inner tubes, one pump and one bike tool kit at the start or finish, with additional supplies for a long or remote route.
Allow one route sign for every turn or decision point, plus several spare signs and cones. Buy or prepare them before the full route inspection so missing sections can be corrected.
Shop for refreshments only after registrations and dietary requirements are processed. Count cups, waste bins, coolers, coffee supplies and serving space as well as the food and drinks themselves.

Frequently asked questions

How many spare bib numbers should I buy for a loop event?: Buy one bib number per registered participant and add 5–10% spares. This covers late registrations, lost numbers and replacements without reprinting the whole order.
How many reflective vests and whistles do I need?: Provide one reflective vest and one whistle for each person directing traffic or covering the route. Add two or three spare sets if volunteer attendance is not final until the briefing.
What bike repair supplies should I bring to a loop event?: Bring at least two spare inner tubes, one pump and one bike tool kit for the start or finish area. For a long route, place extra tubes and a pump at a staffed checkpoint as well.
When should I buy food and drinks for the loop?: Wait until registrations and dietary requirements have been processed, then shop 3–7 days before the event. Buy shelf-stable supplies earlier and check coolers and catering quantities again the day before.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.