What to bring for a photo bike tour

A photo bike tour needs more than bikes and cameras. Plan drinks and snacks for the ride, printed route maps and photo assignments, plus equipment for punctures, low light and minor injuries. Check the number of registered riders before shopping, then add a small reserve for volunteers and last-minute replacements. Pack the route materials separately from the repair and first-aid equipment so setup at the start stays quick.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Bicycle racksqty 6
Bollardsqty 12
Tableclothsqty 6

Equipment

Coolersqty 4
Mobile phonesqty 4
Power banksqty 6
Walkie-talkiesqty 6
Bluetooth speaker
Memory cardsqty 6

Sports equipment

Bike pumpsqty 3
Bike tool setsqty 3
Spare inner tubesqty 8
Reflective vestsqty 8
Bike lightsqty 8
Bicycle helmet for spareqty 2
First aid kitsqty 2
Thermal labelsqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 6

Decorations

Route arrowsqty 25
Route signsqty 12
Start and finish signqty 2
Clipboardsqty 6
Route mapsqty 45
Photo task cardsqty 45
Pensqty 50

Tableware

Reusable cupsqty 80
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries
- Mini bake-off rolls - 60 pieces
- Whole grain bread - 4 loaves
- Young cheese - 1,5 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Chicken breast slices - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Bell peppers - 8 pieces
- Cherry tomatoes - 1 kilo
- Apples - 40 pieces
- Bananas - 40 pieces
- Grapes - 3 kilos
- Muesli bars - 50 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Cookies - 5 packs
- Dark chocolate - 6 bars
- Mixed nuts - 2 kilos
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Sparkling mineral water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Iced tea - 3 bottles
- Alcohol-free beer - 2 crates
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 10 kilos
- Napkins - 250 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Disposable gloves - 1 box
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 4 packs
- AA batteries - 2 packs
- Printer paper - 2 packs
- Waterproof tape - 6 rolls
- Rope - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then add water for the remaining route. Chill them in coolers before registration opens and keep a separate supply for volunteers.
Print one route map and one photo assignment per participant, plus at least 10% extra. Pack pens and clipboards at the registration desk so riders can start without searching for materials.
For every group on the road, provide access to a bike pump and bike tool set, and carry spare inner tubes. Check tire sizes during registration rather than discovering a mismatch after the first puncture.
Bring one power bank for every two mobile phones used by organizers or volunteers, and test the walkie-talkies before riders leave. Keep flashlights and bike lights ready if the route may continue after daylight.
Mark the start, finish and photo stops with route arrows and signs, and bring bollards for the bike parking area. Set up LED lamps or string lights before dusk; low light makes signs and registration sheets difficult to read.

Frequently asked questions

How much food and drink do I need for a photo bike tour?: Allow two to three drinks per person for the first hour, then add water for the rest of the route. Prepare at least one snack or sandwich per rider, with extra portions for volunteers and late arrivals.
How many route maps should I print for a photo bike tour?: Print one route map and one photo task card for every registered participant, plus 10% extra. For 30 riders, prepare at least 33 copies of each so damaged or forgotten copies do not stop the start.
What bike repair supplies should I take on a photo bike tour?: Take at least one bike pump, one bike tool set and spare inner tubes for each riding group, adjusted to the bikes’ tire sizes. Check the equipment one day before the tour and again at setup.
What safety equipment do I need for a photo bike tour?: Bring a first aid kit, reflective vests, bike lights and at least one spare bicycle helmet. Check these items the day before, and place the first aid kit and lights where volunteers can reach them immediately.

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