What you need for a permanent race

A permanent race needs more than food and water at the start. You need clear route markers, supplies for riders, and equipment that keeps the start and finish area working throughout the day. This shopping list covers drinks, snacks, serving items, cooling, signs, lighting, power and basic bike support. Check quantities against your expected field size, then add a small reserve for late registrations, damaged markers and extra volunteers.

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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
Bicycle racksqty 12
Waste binsqty 6

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 120
Coffee cupsqty 80
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving utensilsqty 8
Coolersqty 6
Ice packsqty 24

Equipment

Power stripsqty 6
Extension cordsqty 6
Rechargeable work lightsqty 4
Mobile phonesqty 4
Power banksqty 4
Walkie-talkiesqty 8
Megaphonesqty 2
Chargersqty 8

Sports equipment

Route arrowsqty 80
Route signsqty 20
Rolls of barrier tapeqty 12
Conesqty 20
Bike lane markingsqty 2
Bike pumpsqty 4
Tire leversqty 8
Bike tool kitsqty 4
Spare inner tubesqty 20
Inner tubesqty 4
Bike locksqty 2
Chain oilqty 2
Reflective vestsqty 20
Helmet lampsqty 10
First aid kitsqty 3
Emergency blanketsqty 10
Warning trianglesqty 4

Decorations

Start flagsqty 2
Finish flagsqty 2
Bannersqty 4

Catering

Groceries
- Coffee - 2 kilograms
- Tea bags - 200 pieces
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Spa Blauw - 120 bottles
- Sparkling mineral water - 48 bottles
- Isotonic sports drink - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange juice - 12 liters
- Apple juice - 8 liters
- Bananas - 120 pieces
- Apples - 100 pieces
- Oranges - 80 pieces
- Grapes - 8 kilograms
- Muesli bars - 150 pieces
- Energy bars - 120 pieces
- Raisin buns - 100 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Whole grain buns - 80 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cucumbers - 15 pieces
- Tomatoes - 4 kilogram
- Lettuce - 10 heads
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Plain chips - 20 bags
- Paprika chips - 20 bags
- Snacks - 12 bags
- Cookies - 12 packs
- Stroopwafels - 10 packs
- Ice cubes - 20 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Trash bags - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Plastic storage containers - 30 pieces

Cleaning

Bucketsqty 4
Cleaning spongesqty 12
Microfiber clothsqty 20
Dish brushesqty 4
Floor squeegeesqty 2
Broom setsqty 3

Registration

Bib numbersqty 150
Safety pinsqty 400
Clipboardsqty 8
Ballpoint pensqty 30
Printer paperqty 500
Route mapsqty 150
Name stickersqty 150
Cash box
Wristbandsqty 150

Lighting

LED lampsqty 8
Batteriesqty 40

Tips

Plan drinks for the whole event, not just the start: allow two to three drinks per participant for the first hour, then replenish as riders return. Keep coolers and ice packs ready before the first group arrives.
Prepare route markers in separate bundles before race day. Keep spare arrows, signs, ribbons, barrier tape and cones with the route team so a missing or damaged marker can be replaced immediately.
Bring enough charging capacity for the participant list, phones and route checks. Pack power banks, extension cords, power strips and rechargeable work lights at least one day before the race.
Set up a practical food station with reusable cups, plates and cutlery, plus serving platters and utensils. Cutting boards and separate knives help prepare fruit and snacks without turning the start area into a queue.
Include basic bike support even for a short route. Bike pumps and tire levers should be available at the start, with a volunteer assigned to check them before participants leave.

Frequently asked questions

What should I buy for a permanent race?: Start with route arrows, route signs, ribbons, barrier tape, cones and bike lane markings. You will also need drinks, snacks, fruit, reusable serving items, coolers, ice packs, power supplies and basic bike tools.
How many drinks do I need per participant?: Allow two to three drinks per participant for the first hour, then add more based on the route length and weather. Keep a reserve of around 10% for volunteers, late arrivals and extra demand.
When should I prepare the race shopping list?: Check the full list at least one week before the race and shop for non-perishable items several days ahead. Buy fresh fruit, ice and other chilled supplies one day before or on the morning of the event.
What route marking supplies are needed for a permanent race?: Prepare arrows and signs for every decision point, plus extra ribbons, barrier tape and cones for hazards or unclear sections. Pack at least 10% spare markers and check the complete route again before the first start.

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