What you need for a retro race

A retro race needs more than bikes and race numbers. You need a clear setup for registration, route control, refreshments, repairs and the finish area, plus enough equipment for volunteers to work safely. Buy or arrange items early when they involve printing, refrigeration, power or transport. Use the quantities in your plan to check what is already available before shopping, especially for water bottles, spare tubes, tools, cones and first aid supplies.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Folding chairsqty 60
Registration tablesqty 2
Bar stoolsqty 6
Waste binsqty 10
Bicycle racksqty 12
Clothes racksqty 2

Equipment

Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Walkie-talkiesqty 10
Stopwatchesqty 4
Megaphonesqty 3
Bike repair standsqty 2
Bike pumpsqty 4
First aid kitsqty 2
Flashlightsqty 6

Sports equipment

Bib numbersqty 150
Race numbersqty 150
Road bikes for demonstrationqty 4
Spare inner tubesqty 12
Tire leversqty 6
Allen key setsqty 4
Bike locksqty 2
Bottle holdersqty 4
Water bottlesqty 20
Traffic conesqty 40
Start flagsqty 4
Finish ribbonsqty 3
Round signsqty 10
Course signageqty 35
Reflective vestsqty 20
Gloves for traffic postsqty 20
Crowd barriersqty 30
Start and finish arch

Tableware

Reusable drinking cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Serving spoonsqty 8
Cooler cratesqty 8
Food containersqty 12
Aluminum serving traysqty 8

Decorations

Buntingqty 12
Retro cycling postersqty 20
Prize boxesqty 6
Medalsqty 12
Trophiesqty 6

Lighting

String lightsqty 8
Work lightsqty 4
Batteriesqty 24

Cleaning

Broomsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand brushes and dustpanqty 4

Catering

Groceries
- Coffee - 2.5 kilograms
- Tea bags - 250 pieces
- Sugar - 2 kilograms
- Sweeteners - 250 pieces
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 24 liters
- Cola Zero - 18 liters
- Orange Soda - 12 liter
- Iced tea - 12 liters
- Beer - 240 bottles
- Alcohol-free beer - 48 bottles
- Rosé - 12 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Spa Blauw - 48 liters
- Spa Rood - 24 liters
- Sports drink - 24 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Ice cubes - 25 kilogram
- Lemonade syrup - 3 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Cheese cubes - 5 kilogram
- Dried sausage - 3 kilogram
- Olives - 2 kilograms
- Pickles - 2 jars
- Grapes - 6 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Oranges - 6 kilograms
- Mini cucumbers - 4 kilograms
- Carrots - 4 kilograms
- Cherry tomatoes - 4 kilograms
- Hummus - 3 kilograms
- Baguettes - 20 pieces
- Mini rolls - 250 pieces
- Whole wheat bread - 12 loaves
- Rolls - 150 pieces
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 2 kilograms
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Satay sauce - 3 kilograms
- Falafel - 4 kilograms
- Chicken skewers - 5 kilograms
- Vegetarian skewers - 3 kilograms
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Green salad - 5 kilograms
- Dressing - 3 bottles
- Herb butter - 2 kilograms
- Herb mix - 6 sachets
- Salt - 1 kilogram
- Pepper - 500 grams
- Olive oil - 2 liters
- Lemon juice - 1 liter
- Coffee filters - 250 pieces
- Napkins - 500 pieces
- Straws - 250 pieces
- Cocktail picks - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Toilet paper - 48 rolls
- Toilet cleaner - 4 bottles

Tips

Plan one registration place with enough table space for participant lists, race numbers and pens, and keep spare printed lists dry in a folder or box.
For the route, prepare arrows, signs and traffic cones before race day. Count every junction and add a small reserve because signs are often moved or damaged.
Keep bike-repair equipment together at one visible point: pumps, spare inner tubes, tire levers and Allen key sets. Test pumps and tools before loading them for transport.
Do not leave drinks and cooling equipment until the last day. Arrange coolers and refrigerated transport in advance, then bring enough water bottles for participants, volunteers and late arrivals.
Check the power plan before buying or hiring sound equipment. Count extension cords and power strips, keep cables away from wet areas, and have walkie-talkies or a megaphone ready if the course is spread out.

Frequently asked questions

What do I need for a retro race?: You need registration tables, race numbers, route signs and arrows, traffic cones, bicycle racks, refreshments, sound equipment, communication tools, first aid kits and bike-repair supplies. The shopping list also covers setup furniture and finish-area equipment.
How many spare inner tubes should I bring to a bike race?: Bring at least one spare inner tube for every 10 registered riders, with a minimum of 5 tubes for a small field. Add more if the route is long, rough or far from repair support.
When should I order race numbers and prizes?: Order printed race numbers and prizes as soon as registration closes, preferably at least 10 days before the race. This leaves time to correct participant details and replace missing items.
How much drinking water do I need for a retro race?: Use at least 1 litre of drinking water per participant for the event, plus 10% extra for volunteers and late arrivals. Increase that amount for hot weather or a long route, and arrange cooling before race day.

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.