Stage race shopping list: what to buy and bring

A stage race needs more than race numbers and a finish arch. You need equipment for route marking, rider support, traffic control, timing, registration and the start and finish areas. Use this shopping list to check the items that are easy to overlook, such as spare inner tubes, power supplies, walkie-talkie headsets and enough water crates. Match quantities to your rider count, course length and number of volunteers before ordering or borrowing anything.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
High tablesqty 6
Waste binsqty 8
Bike racksqty 12

Equipment

Walkie-talkiesqty 14
Walkie-talkie headsetsqty 10
Laptopsqty 3
Tabletsqty 4
Mobile chargersqty 8
Mobile sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Power generatorsqty 2

Sports equipment

Traffic conesqty 80
Crowd barriersqty 40
Route arrowsqty 80
Kilometer markersqty 12
Race bib beltsqty 120
Spare bike pumpsqty 6
Bike tool kitsqty 4
Spare inner tubesqty 20
Water bottle cratesqty 8
Race vestsqty 20
Flagsqty 16
Start arch
Finish arch
Timing matsqty 2
Stopwatchesqty 6
Backpacksqty 10
Thermal blanketsqty 20

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Thermos flasksqty 8

Kitchen

Coolersqty 8
Serving traysqty 10
Pouring jugsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Ice packsqty 30
Kettlesqty 3
Coffee filtersqty 100

Decorations

Stage drapesqty 4
Bannersqty 12
Ribbonsqty 20
Start and finish ribbonqty 2
Tableclothsqty 12

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Hand broomsqty 6
Litter pickersqty 4
Glovesqty 30
Microfiber clothsqty 30
Disinfectantqty 4

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Sports drink lemon - 80 bottles
- Red berry sports drink - 80 bottles
- Coffee - 3 kilos
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Cocoa powder - 1 kilo
- Stir sticks - 250 pieces
- Apples - 120 pieces
- Bananas - 120 pieces
- Oranges - 80 pieces
- Grapes - 8 kilos
- Muesli bars - 180 pieces
- Energy bars - 180 pieces
- Currant buns - 120 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Multigrain rolls - 80 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 1.5 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Cucumber - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 kilos
- Raisins - 2 kilos
- Cookies - 8 packs
- Muffins - 120 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 1 kilo
- Lactose-free milk - 4 liters
- Vegetarian wraps - 40 pieces
- Wrap filling - 4 kilos
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Vegetarian soup - 10 liters
- Soup bowls - 100 pieces
- Baguettes - 12 pieces
- Herb butter - 1 kilo
- Chocolate bars - 100 pieces
- Ice cubes - 30 kilo
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Sponges - 20 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Freezer bags - 4 boxes
- To-go coffee cups - 150 pieces
- Drinking straws - 100 pieces
- Wooden skewers - 200 pieces
- Herb Salt - 2 jars
- Black pepper - 2 jars
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Lemon juice - 1 liter

Tips

Plan at least one clearly visible route arrow or marker at every turn, junction and point where riders could take the wrong road. Add extra signs for approaches to the start, finish and diversions.
Keep one spare bike pump, one bike tool kit and several spare inner tubes at each major support point. A single repair station is not enough if the course has multiple remote sections.
Allow one walkie-talkie for every traffic marshal or key course team member, plus a headset for anyone working beside loud crowds or the start-finish sound system. Test the full route before race day.
Bring backup power for timing mats, laptops, tablets and the sound system. Pack mobile chargers, extension cords, power strips and generators before loading the arches and tables.
Order water by rider numbers, not volunteer numbers, and place crates where riders can reach them after each stage. Keep spare race bib belts, race vests and printed route information in the registration area.

Frequently asked questions

How much water do I need for a stage race?: Start with at least two 500 ml bottles per rider for each stage, then add extra for hot weather and longer courses. Keep a separate supply for volunteers and medical support.
How many walkie-talkies are needed for a stage race?: Provide one radio for every traffic marshal or operational post that must communicate, plus one for the race director, medical lead and start-finish team. For 20 course posts, plan for at least 25 radios and spare batteries or chargers.
When should I order race numbers and route signs?: Order printed race numbers and route signs at least 2 to 3 weeks before the race. Leave time to check participant details, mark the final route and replace damaged or missing signs.
How many spare inner tubes should a stage race have?: Carry at least one spare inner tube per 10 riders at each main support point, with a minimum of 5 per point. Add more if the route is remote, rough or longer than one stage.

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