Village bike ride shopping list

Use this shopping list to prepare the start, finish, and rest stops for a village bike ride. Plan drinks, coffee supplies, serving items, signage materials, volunteer equipment, and basic bicycle repair support before shopping day. The right quantities depend on your registration list and route length, but you can use each confirmed participant as the starting point. Buy or collect disposable-looking items early, especially reusable cups, coolers, extension cords, reflective vests, and spare inner tubes, because these are easy to overlook until setup begins.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Bicycle Racksqty 8
Crowd control barriersqty 12

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 80
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving plattersqty 12
Pitchersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 8
Extension cordsqty 3
Power stripsqty 4
Portable speakersqty 2
Microphone
Bike pumpsqty 4
Bike repair standsqty 2

Sports equipment

Spare inner tubesqty 12
Bike puncture repair kitsqty 6
Bike tool kitsqty 4
Cable tiesqty 100
Reflective vestsqty 20
Conesqty 20
Route card holdersqty 120
Bib numbersqty 150
Wristbandsqty 150

Decorations

Buntingqty 6
Village flagsqty 8
Tableclothsqty 10
Welcome sign
Notice boardqty 2

Lighting

LED string lightsqty 4
LED lampsqty 6
Flashlightsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Serving spoonsqty 6
Thermos flasksqty 8
Cooler cratesqty 6

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Bucketsqty 4
Mop setsqty 2
Cleaning clothsqty 20
Washing-up basinsqty 8
Reusable glovesqty 6
Litter pickersqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Toast - 8 packs
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 1 kilo
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Butter - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 16 pieces
- Apples - 150 pieces
- Bananas - 100 pieces
- Grapes - 8 kilos
- Oranges - 100 pieces
- Muesli bars - 150 pieces
- Raisin buns - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Peanuts - 4 bags
- Cookies - 8 packs
- Vegetarian wraps - 80 pieces
- Chicken wraps - 80 pieces
- Pasta salad - 12 kilos
- Vegetable salad - 8 kilos
- Potato salad - 8 kilos
- Snack picks - 500 pieces
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Organic dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls
- Paper towels - 12 packs
- Diet-free snacks - 20 pieces
- Ice cubes - 20 bags

Route signage

Route arrowsqty 80
Route signsqty 30
Marker tapeqty 10
Cable tiesqty 200
Waterproof markersqty 12
Route mapsqty 150

Safety

First aid kitsqty 3
Emergency blanketsqty 10
Nitrile glovesqty 100
Whistlesqty 12
Safety vestsqty 20
Handheld radiosqty 4

Administration

Clipboardsqty 8
Ballpoint pensqty 30
Registration formsqty 150
Registration foldersqty 6
Paper tapeqty 12
Name stickersqty 150
Bulletin board cardsqty 30

Tips

Plan at least 1 litre of water per rider for a short ride, then add extra drinks for volunteers and anyone staying at the finish. Chill drinks the day before so coolers are ready at setup.
For a group of 50 riders, prepare roughly 60 reusable drinking cups and enough coffee cups, plates, cutlery, and serving platters for the planned food service. Add a small buffer rather than buying exactly 50 of each.
Keep one bike pump, one tool kit, and one puncture repair kit at the start, finish, and each busy rest stop. Carry spare inner tubes in more than one location so a single missing box does not stop repairs.
Give every route volunteer a reflective vest and place cones and route signs at turns where riders could continue straight. Pack cable ties and route card holders with the signs; they are commonly forgotten during the final loading.
Check power and shelter before collecting equipment. Count the coffee machines, kettles, extension cords, and power strips together, and allow enough party tents, tables, and chairs for the finish area and any weather-exposed rest stop.

Frequently asked questions

What drinks do I need for a village bike ride?: Start with 1 litre of water per rider for a short route and add 10–20% for volunteers and unexpected demand. Provide extra coffee and hot water at the finish if riders will stay for food or registration check-in.
How many cups and plates should I buy for 50 cyclists?: Prepare at least 60 reusable drinking cups and 55–60 plates, forks, knives, and spoons if each person is served once. Add more if there are multiple rest stops or a second meal service.
What bike repair supplies should I bring on a group ride?: Bring at least three bike pumps, three puncture repair kits, three tool kits, and spare inner tubes in several sizes for a 50-rider group. Place repair equipment at the start, finish, and one central rest stop.
When should I buy and chill drinks for the bike ride?: Buy shelf-stable drinks and serving supplies 3–7 days before the ride, then check quantities against the final participant list. Chill drinks the day before and load coolers shortly before volunteers leave for setup.

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