What you need for a sponsorship bike ride

A sponsorship bike ride needs more than bikes and water. You will need clear route markers, rider identification, registration supplies, safety equipment and a workable repair setup for problems on the road. Plan equipment for the full number of riders, then add spares for punctures, lost items and damaged signs. The list below helps you prepare the start and finish area, rest stops and volunteer points without leaving essential supplies until the last day.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
Bar stoolsqty 4
Waste binsqty 6

Sports equipment

Bikesqty 2
Bike pumpsqty 4
Repair standsqty 2
Inner tubesqty 12
Inner tubesqty 4
Bike repair kitsqty 4
Cycling capsqty 70
Reflective vestsqty 20
Bib numbersqty 80
Medalsqty 80
Route arrowsqty 80
Conesqty 30
Barrier tapeqty 6
Safety vestsqty 12
Bike locksqty 6

Equipment

Walkie-talkiesqty 10
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 6
Phonesqty 4
Laptopsqty 2
Printers
Lightingqty 8

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving jugsqty 6
Serving traysqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Cratesqty 12

Decorations

Sponsor bannersqty 10
Start arch
Buntingqty 8
Tableclothsqty 8
Name badgesqty 20

Cleaning

Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Towelsqty 12

Catering

Groceries
- Spa Blue - 12 crates
- Sparkling mineral water - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Apple juice - 3 packs
- Alcohol-free beer - 4 crates
- Beer - 6 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Cocoa powder - 1 pack
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Mints - 1 box
- Lemons - 2 kilograms
- Bananas - 8 kilograms
- Apples - 8 kilograms
- Grapes - 5 kilograms
- Oranges - 6 kilograms
- Muesli bars - 100 pieces
- Currant buns - 80 pieces
- Mini wraps - 120 pieces
- Multigrain Bread - 10 loaves
- White rolls - 120 pieces
- Brown bread rolls - 120 pieces
- Croissants - 80 pieces
- Butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast - 3 kilograms
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumber - 3 kilograms
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Peanut mix - 4 bags
- Cookies - 8 packs
- Brownies - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Ice cubes - 20 bags
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Dish soap - 4 bottles
- Hand soap - 6 bottles
- Toilet paper - 24 rolls
- Disinfectant wipes - 6 packs

Tips

Prepare route arrows, cones and barrier tape at least one day before the ride. Pack them by route section so volunteers can mark hazards and rest stops without returning to the start area.
Allow one bib number, wristband and receipt set per registered rider, plus at least 5% extra. Keep the spare set at registration for late changes, damaged numbers and replacement paperwork.
Set up a repair point with bike pumps, repair kits and inner tubes in several sizes. As a practical minimum, carry one pump per repair station and at least two spare inner tubes for every 20 riders.
Give traffic posts and route teams safety vests, reflective vests and walkie-talkies or charged phones. Test communication before riders leave and provide one power bank for each team working away from the finish.
Buy refreshments according to confirmed registrations and dietary requirements, then add around 10% extra. Place waste bins, tables and a tent at the finish so food, receipts and sponsor information stay organised in poor weather.

Frequently asked questions

What equipment do I need for a sponsorship bike ride?: You need bikes and repair equipment, route arrows, cones, barrier tape, bib numbers, wristbands, safety or reflective vests, communication devices and finish-area furniture. Plan one identification set per rider and at least 5% extra for replacements.
How many spare inner tubes should I buy for a bike ride?: Start with at least two spare inner tubes per 20 riders, in the sizes used by the participating bikes. Increase the quantity if the route is long, rough or far from bike repair support.
How much extra food and drink should I buy for a sponsored bike ride?: Use the confirmed registration total as your base and add about 10% extra for volunteers, late arrivals and spills. Finalise the order after dietary requirements have been collected, ideally at least 3 days before the ride.
When should I prepare the route-marking supplies?: Sort arrows, cones and barrier tape by route section at least one day before the event. Check the route again on the morning of the ride so missing or moved markers can be replaced before the first group starts.

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