What you need for a memorial ride

A memorial ride needs more than bikes and refreshments. You will need supplies for registration, route marking, traffic control, rider safety, bike repairs, catering, and the memorial moment itself. Plan quantities from your confirmed participant list, then add a small reserve for late arrivals and damaged materials. Buy or collect disposable and consumable items several days ahead; chill drinks, prepare snacks, and assemble rider packets on the final day.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 80
Bicycle Racksqty 8
Waste binsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Coolersqty 6
Battery lampsqty 8
Walkie-talkiesqty 8
Portable sound system
Microphonesqty 2

Sports equipment

Route signsqty 24
Route arrowsqty 36
Traffic conesqty 30
Crowd barriersqty 8
Bib numbersqty 100
Safety vestsqty 20
Bike pumpsqty 3
Bike multi-toolsqty 3
Spare inner tubesqty 12
Cable tiesqty 100
Reflective armbandsqty 100

Decorations

Memorial photo
Photo frame
Flower arrangementsqty 3
Memorial ribbonsqty 100
Condolence registerqty 2
Tableclothsqty 6

Lighting

String lightsqty 4
Lanternsqty 20
LED candlesqty 30

Kitchen

Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 2
First aid kitsqty 2
Handwashing stationsqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Mini rolls - 120 pieces
- Whole grain bread - 8 loaves
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast - 2 kilogram
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Herb butter - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 60 pieces
- Muesli bars - 120 pieces
- Raisins - 2 kilograms
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Olives - 4 jars
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 2 bottles
- Cleaning wipes - 4 packs
- Trash bags - 60 pieces

Tips

Plan around your final registration count, then add roughly 10% extra cups, plates, cutlery, drinks, snacks, and printed rider materials. This covers late registrations, spills, and missing packets without creating a large surplus.
Prepare a drinks station with two to three drinks per person for the first hour, plus water for the route. Chill what fits in the coolers the day before and keep additional supplies in reserve.
For route support, pack route signs, arrows, traffic cones, cable ties, and safety vests together in clearly labelled bundles. Count each bundle before loading so volunteers do not leave signage or fastening materials behind.
Create one repair kit for every 25 to 30 riders, including a bike pump, multi-tools, and spare inner tubes. Place the kits at the start and with route support rather than keeping every item at the registration table.
Keep the memorial photo, sound system, microphones, battery lamps, and printed program in one protected box. Test the audio and check the lamps before participants arrive, especially if the tribute takes place outdoors or later in the day.

Frequently asked questions

How much food and drink do I need for a memorial ride?: Use your confirmed participant count and add 10% for unexpected guests. Allow two to three drinks per person during the first hour, then add water and snacks for the planned route and return time.
What bike repair supplies should I bring for a memorial ride?: Prepare one basic repair kit for every 25 to 30 riders. Each kit should include a bike pump, bike multi-tools, and spare inner tubes, with cable ties available for temporary fixes and route equipment.
How many route signs and arrows do I need?: Count every turn, junction, confusing section, and entry or exit point on the route, then add 10% spare signs. Prepare and label the bundles at least one day before the ride so volunteers can place them without guessing.
When should I buy supplies for a memorial ride?: Buy non-perishable materials, safety equipment, and printed items at least one week beforehand. Buy fresh food and drinks two to three days before, then chill drinks and prepare snacks on the day before or morning of the ride.

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