What you need for a student race

A student race needs more than bikes and a finish line. You will need supplies for registration, route marking, judging, rider safety, basic repairs, refreshments and announcements. This checklist covers items such as bib numbers, safety pins, route arrows, course ribbon, pumps, spare inner tubes, first aid supplies and sound equipment. Use the expected number of riders and volunteers to set quantities, then buy or collect everything early enough to test the route and chill the drinks before race day.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Beer tablesqty 8
Chairsqty 50
Registration desk
Judges' table
Bicycle racksqty 12
Waste binsqty 8

Sports equipment

Bib numbersqty 120
Safety pinsqty 300
Route arrowsqty 40
Course ribbonqty 8
Brushesqty 4
Spare bike pumpsqty 4
Spare inner tubesqty 20
Bike tool kitsqty 3
Water bottle cratesqty 6
Stopwatchesqty 4
Whistlesqty 10
Bicycle bellsqty 4
Helmetsqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Ice packsqty 24

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Megaphonesqty 3
Walkie-talkiesqty 10
Power banksqty 6
Laptopqty 2
Printer
Payment terminalqty 2
Socket protectionqty 4

Lighting

LED string lightsqty 6
Work lightsqty 4
Flashlightsqty 8

Decorations

Start/finish arch
Buntingqty 12
Team flagsqty 12
Stage signsqty 3
Sponsor bannersqty 8
Directional signsqty 30
Chalkboardsqty 4
Markersqty 12
Rolls of tapeqty 12
Rope rollsqty 4
Cable tiesqty 300
Weightsqty 20

Tableware

Reusable drinking cupsqty 180
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6
Coolersqty 8
Serving jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 3
Kettlesqty 3
Coffee machinesqty 2
Hot platesqty 2

Cleaning

Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Hand soap dispensersqty 4
Hand sanitizer holdersqty 4

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 24 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 - 60 bottles
- Alcohol-free beer - 48 cans
- Beer - 96 cans
- White wine - 12 bottles
- Red wine - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Lemon slices - 2 kilos
- Ice cubes - 20 kilo
- Kaiser rolls - 120 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 80 pieces
- Currant buns - 60 pieces
- Butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Muesli bars - 120 pieces
- Bananas - 15 kilos
- Apples - 12 kilos
- Oranges - 10 kilos
- Grapes - 6 kilos
- Cucumbers - 8 pieces
- Tomatoes - 5 kilos
- Lettuce - 6 heads
- Arugula - 6 bags
- Bell peppers - 4 kilo
- Red onion - 2 kilos
- Olives - 4 jars
- Feta - 2 kilos
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Vegetable soup - 12 liters
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Mini muffins - 100 pieces
- Cookies - 6 packs
- Brownies - 80 pieces
- Chocolate bars - 80 pieces
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Coffee milk - 2 bottles
- Allergen stickers - 2 packs
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Food containers - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Nitrile gloves - 4 boxes

Tips

Prepare one bib number and at least two safety pins per rider, plus 10% extra for damaged or forgotten numbers. Keep the numbers and pins together at the registration desk.
Mark every turn before riders arrive. Count the route arrows and course ribbon during the course check, and keep brushes available if signs need to be refreshed or secured.
Plan a small repair point with at least one spare bike pump, several spare inner tubes and a bike tool kit. Put it where volunteers can reach it without blocking the course.
For rider safety, place first aid kits and ice packs with named volunteers, and keep emergency blankets accessible. Have helmets available if your race rules require them, rather than trying to source them on the day.
Test the microphone, mixer, speakers, extension cords and power strips before the start. Keep a megaphone and whistles as backup so judges and volunteers can still communicate if the sound system fails.

Frequently asked questions

How many safety pins do I need for a student race?: Allow two safety pins per rider, then add at least 10% extra. For 100 riders, prepare about 220 pins so replacements are available at registration.
How much water should I buy for a student race?: Start with two 500 ml bottles per rider for the event, plus 10% extra for volunteers and warm conditions. For 100 riders, that means at least 220 bottles, or the equivalent in water crates.
What bike repair supplies should I bring to a student race?: Bring at least one spare bike pump, one bike tool kit and several spare inner tubes. For 100 riders, five to ten inner tubes is a practical starting point, depending on the route and bike types.
When should I buy and test the race equipment?: Buy or collect disposable supplies at least one week before the race. Test the speakers, microphone, mixer, extension cords and power strips two to three days beforehand, then check route signs and safety equipment on the day.

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