What to buy for a sponsor ride

A sponsor ride needs more than food and drinks at the start line. You also need visible route markers, water for riders, basic bike repair equipment and a safe, practical setup for registration and catering. Use this list to check what must be bought, borrowed or collected before the event. Confirm participant numbers first, then scale drinks, seating and serving supplies to match the group.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Waste binsqty 6

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable sound system
Microphone
Bike pumpsqty 3
Tire leversqty 6
Bike tool kitsqty 2
Bicycle standsqty 4

Sports equipment

Route arrowsqty 30
Barrier tapeqty 6
Spare inner tubesqty 12
Bike helmetsqty 6
Safety vestsqty 12
Water bottle cratesqty 4

Tableware

Reusable drinking glassesqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 50
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3

Decorations

Sponsor bannersqty 6
Start arch
Tableclothsqty 8
Buntingqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Cleaning bucketsqty 3
Microfiber clothsqty 12
Litter pickersqty 2
Hand broomsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Coffee milk - 2 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 10 bottles
- Spa Red - 4 bottles
- Isotonic sports drink - 48 bottles
- Apple juice - 4 packs
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Sandwiches - 80 pieces
- Wholemeal bread - 6 loaves
- Pistolets - 40 pieces
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Butter - 500 grams
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lettuce - 8 heads
- Tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Apples - 60 pieces
- Bananas - 60 pieces
- Grapes - 4 kilos
- Muesli bars - 80 pieces
- Nut bars - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Olives - 4 jars
- Mixed nuts - 2 kilos
- Herb butter - 4 tubs
- Dinner meals - 60 portions
- Vegetarian dinner meals - 15 portions
- Vegetarian dinner meals - 5 portions
- Desserts - 60 pieces
- Coffee cups - 100 pieces
- Stirrers - 100 pieces
- Napkins - 200 pieces
- Ice cubes - 20 kilo
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Cleaning product - 3 bottles
- Trash bags - 60 pieces

Tips

Plan at least two water bottles or equivalent portions per rider for the route, plus extra water at the starting location. Water bottle crates are easy to overlook when catering is arranged separately.
Prepare route arrows and barrier tape in advance, and keep spare signs with the volunteers. Pack enough cable ties or fixing materials to secure signs without damaging roadside fixtures.
Have at least one bike pump, a set of tire levers and one bike tool kit at the start. Keep spare inner tubes in more than one common wheel size if participants use different bikes.
Allow one chair per seated guest and provide enough tables for registration, food and drinks rather than combining everything on one surface. Party tents should be checked before the day, especially if they will cover catering or sponsor banners.
Count reusable drinking glasses, plates and cutlery against the confirmed guest list, then add roughly 10 percent extra. Arrange coffee machines, kettles and thermos flasks early because power requirements can affect where the catering area is placed.

Frequently asked questions

How much water do I need for a sponsor ride?: Plan for at least 500 millilitres per rider for each hour of riding, with extra water at the start and finish. Add around 10 percent above the registration total for volunteers, delays and spills.
What bike repair supplies should I bring to a sponsor ride?: Bring at least one bike pump, one set of tire levers and one bike tool kit for the start area. Keep spare inner tubes available before riders leave, not just after the route begins.
How many route signs do I need for a sponsor ride?: Use one route arrow at every turn, junction and point where riders could hesitate, then add spare arrows for replacement. Pack and label the signs at least one day before setting the route.
When should I buy supplies for a sponsor ride?: Buy non-perishable serving supplies, safety equipment and route markers at least one week ahead. Buy drinks and other perishable catering items one to two days before the ride, after checking the final participant count.

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