What you need for a sponsorship bike ride

A sponsorship bike ride needs more than bikes and refreshments. You will need clear route equipment, a workable repair point, safe participant flow and enough supplies for both riders and volunteers. Buy or bring items early that are easy to overlook, such as spare inner tubes, power banks, reflective vests and waste bins. Use the final participant count to set quantities for drinks, food, cups and registration materials, then keep a small reserve for late arrivals and damaged equipment.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Chairsqty 40
Beer tablesqty 6
Bicycle barriersqty 20
Waste binsqty 8

Equipment

Coolersqty 6
Mobile phoneqty 6
Power banksqty 6
Walkie-talkiesqty 8
Megaphone
Speakerqty 2
Extension cordsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Bike repair standsqty 2
Bike pumpsqty 4
Repair kitsqty 4
Spare inner tubesqty 20
Directional signsqty 35
Barrier tapeqty 6
Conesqty 20
Reflective vestsqty 20
Bicycle stickersqty 100

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Pouring jugsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 10
Serving spoonsqty 8
Thermos flasksqty 6

Decorations

Sponsor bannersqty 8
Photo backdrop
Tableclothsqty 8
Start number board

Cleaning

Trash bagsqty 60
Cleaning bucketsqty 3
Spongesqty 8
Work glovesqty 12
Broom and dustpanqty 3
Mop setsqty 2

Catering

Groceries
- Spa Blauw - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Alcohol-free beer - 48 bottles
- Coffee - 6 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Mints - 1 box
- Coffee biscuits - 6 packs
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Wholemeal rolls - 80 pieces
- Cheese slices - 3 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 8 tubs
- Young cheese slices - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Butter - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetarian wraps - 40 pieces
- Chicken wraps - 40 pieces
- Bananas - 100 pieces
- Apples - 100 pieces
- Grapes - 6 kilograms
- Muesli bars - 150 pieces
- Currant buns - 80 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Nut mix - 4 bags
- Olives - 4 jars
- Salted crackers - 6 packs
- Ice cubes - 20 kilograms
- Napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 rolls

Tips

Plan at least one repair point at the start or finish, with bike pumps, repair kits and spare inner tubes. For a longer route, add a second point at a rest stop so riders are not left without help.
Prepare route signs, cones, barrier tape and bicycle barriers at least one day before the ride. Pack signs by route section so volunteers can place them quickly instead of searching through mixed boxes.
Allow two to three drinks per rider for the first hour, then add extra water and non-perishable food for every planned rest stop. Keep coolers ready before participants arrive, not while registration is open.
Bring one charged mobile phone and a power bank for each key coordinator, plus walkie-talkies for route and start-finish teams. Test the communication equipment and speaker before the first rider sets off.
Use reflective vests for every traffic controller and first-aid team member, and prepare LED lamps if setup or pack-down may take place in low light. Count these separately from general volunteer clothing so nobody is missed.

Frequently asked questions

What food and drinks do I need for a sponsorship bike ride?: Start with two to three drinks per rider for the first hour, then add supplies for each rest stop. Base food quantities on the final participant list and include a 10% reserve for volunteers, late arrivals and damaged packaging.
How many spare inner tubes should I buy for a charity bike ride?: Keep at least one spare inner tube for every 10 riders, with a minimum of 5 tubes for a small ride. Add more if the route is long, remote or likely to include mixed bike types.
What route and safety equipment is needed for a sponsorship bike ride?: Prepare directional signs at every turn, plus cones, barrier tape and bicycle barriers where riders or spectators need separating. Provide one reflective vest for each traffic controller and first-aid team member, and check the route one last time before setup.
When should I buy supplies for a sponsorship bike ride?: Order tents, tables, signs, repair equipment and participant materials at least 2 to 3 weeks ahead. Buy drinks and other non-perishable food 3 to 5 days before the ride, after registrations and dietary requirements have been checked.

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