What you need for a sustainability bike tour

Use this checklist to prepare the supplies for a sustainability bike tour from registration through the finish. Bring clear route arrows, safety equipment and basic repair gear, then plan refreshments for the time riders will spend on the road. The list also covers reusable serving items, coffee and tea equipment, tables and bicycle parking. Check quantities against your rider count and volunteer team before shopping, because small items such as spare tubes, power banks and contact details are easy to overlook.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Bicycle Racksqty 8

Sports equipment

Route arrowsqty 35
Route signsqty 12
Bike pumpsqty 3
Tire repair kitsqty 4
Allen key setsqty 3
Spare inner tubesqty 12
Bike lightsqty 20
Bike helmetsqty 10

Safety

Safety vestsqty 12
First aid kitsqty 2
Flashlightsqty 6
Emergency blanketsqty 6

Equipment

Sound system
Microphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 4

Tableware

Reusable cupsqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 50

Kitchen

Thermos flasksqty 6
Water dispensersqty 4
Coolersqty 4
Cutting boardsqty 4
Serving plattersqty 12
Serving utensilsqty 12

Decorations

Information bannersqty 4
Tableclothsqty 8

Lighting

LED string lightsqty 6

Cleaning

Waste bins for sortingqty 6
Washing-up tubsqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Tap water - 80 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Organic Lemonade Syrup - 3 bottles
- Sparkling water - 12 liter
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Cucumbers - 8 pieces
- Carrots - 4 kilos
- Bell peppers - 12 pieces
- Cherry tomatoes - 3 kilos
- Hummus - 2 kilos
- Whole wheat bread - 12 loaves
- Whole wheat wraps - 60 pieces
- Young cheese - 2 kilos
- Vegan spread - 2 kilos
- Herb cream cheese - 1 kilo
- Lentils - 4 kilo
- Chickpeas - 3 kilos
- Couscous - 4 kilo
- Whole wheat pasta - 4 kilos
- Pasta sauce - 6 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Nut mix - 2 kilo
- Muesli bars - 80 pieces
- Cookies - 6 packs
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Dishwasher tablets - 1 box
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Hand soap - 3 bottles
- Toilet paper - 24 rolls

Tips

Plan one visible safety vest for every person directing riders or helping along the route, and keep extra vests at the start and finish. This makes volunteers identifiable before the tour begins.
Match repair supplies to the bikes taking part: prepare pumps, tire repair kits, Allen key sets and spare inner tubes, then check them before the event day. A kit that has not been tested is easy to leave unusable.
For refreshments, use water dispensers and coolers at the start and finish, and prepare enough reusable cups for the largest serving rush. Keep coffee cups and thermos flasks separate so hot drinks do not slow down water service.
Pack route arrows and signs in bundles by route section, with a few spare signs and a way to secure them. Missing signs are usually noticed only after the first riders have left.
Charge bike lights, flashlights and power banks no later than the evening before the tour. Add extension cords and power strips only where electricity is available, and keep first aid kits and emergency blankets easy to reach.

Frequently asked questions

What should I buy for a sustainability bike tour?: Plan for route arrows and signs, bike pumps, tire repair kits, spare inner tubes, safety vests, first aid kits and basic lighting. Add water dispensers, coolers, reusable cups, plates and cutlery, plus coffee and tea supplies for the start and finish.
How many spare inner tubes do I need for a bike tour?: A practical starting point is 1 spare inner tube for every 10 participating bikes, with at least 2 tubes for a small group. Bring more if the route is long, the bikes use different wheel sizes or the group cannot easily reach a bike shop.
What refreshments do I need for a cycling event?: Provide water at the start and finish using water dispensers and coolers, and use reusable cups to avoid disposable waste. For a morning tour, prepare coffee and tea in thermos flasks and bring separate coffee cups for the busiest 15 to 30 minutes.
When should I prepare the bike tour supplies?: Finish shopping and check repair and safety equipment at least 2 days before the tour. Charge lights and power banks the evening before, and pack route signs, contact details and refreshments so they can be loaded immediately on event morning.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.