What you need for a winter cycling tour

A winter cycling tour needs more than bikes and a planned route. You need warm food and drinks at the finish, reliable lighting for dark conditions, and tools for punctures or simple repairs. Shelter, tables and lighting keep the start and finish area usable in cold or wet weather. This shopping list helps you prepare supplies for the riders and the practical equipment needed to mark and support the route.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Coat racksqty 2

Tableware

Reusable mugsqty 60
Reusable cupsqty 60
Soup bowlsqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 4

Kitchen

Soup kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Soup ladlesqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Walkie-talkiesqty 6
Megaphone
Charging stationsqty 2

Lighting

LED string lightsqty 4
Work lightsqty 4
Headlampsqty 6
Rechargeable bike lightsqty 10

Sports equipment

Reflective vestsqty 12
Route arrowsqty 40
Route signsqty 8
Bike pumpsqty 4
Tire repair kitsqty 4
Spare inner tubesqty 10
Bike tool kitsqty 3
Ratchet strapsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Cleaning brushesqty 3
Mop setsqty 2

Catering

Groceries
- Still water - 60 bottles
- Sparkling water - 30 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger beer - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Cocoa powder - 1 pack
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Honey - 2 jars
- Vegetable soup - 12 liters
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Muesli bars - 60 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Cookies - 6 packs
- Lemons - 10 pieces
- Pepper - 1 jar
- Salt - 1 pack
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Freezer bags - 2 boxes

Tips

Plan around 2 to 3 mugs of hot drinks per rider for the first hour after arrival, then add extra for volunteers and anyone delayed on the route. Soup kettles and thermos flasks help keep servings hot.
Pack one spare inner tube and one tire repair kit for every 5 to 10 riders, plus at least one bike pump and bike tool kit at the start or finish. Check that the pumps fit the valve types used by the group.
Use rechargeable bike lights for every rider who may cycle in low light, and keep spare lights or headlamps at registration. Test and charge them no later than the evening before the tour.
Bring route arrows and route signs in enough quantity to mark every turn, junction and hazard. Pack a small reserve of about 10% because signs can be moved, damaged or missed during setup.
Provide one reusable mug or cup per participant, plus about 10% extra, and allow roughly one soup bowl, plate and cutlery set per person. Put coat racks and a covered area near the finish so wet outer layers do not end up on tables or chairs.

Frequently asked questions

How much soup and bread do I need for a winter cycling tour?: Allow 400 to 500 ml of soup per rider if it is the main food at the finish. Buy around 150 to 200 g of bread per person, plus 10% extra for volunteers and second servings.
How many spare inner tubes should I bring on a cycling tour?: Bring at least one spare inner tube for every 5 to 10 riders, with a minimum of two even for a small group. Add tire repair kits, a pump and a bike tool kit so a puncture can be handled without returning to the start.
How many bike lights are needed for a winter cycling tour?: Each rider should have a working front and rear light if any part of the route may be dark. Keep at least 10% spare lights or headlamps at registration, and charge or test every light the day before.
What shelter and lighting do I need at the start and finish?: Use party tents sized for the number of people waiting or eating, with about 1 square metre of covered space per person if they gather at once. Add work lights and LED string lights, and check extension cords before setup so the registration table and food area are visible.

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.