What to buy for a World Cycling Championships event

Use this shopping list to prepare a World Cycling Championships viewing event without last-minute runs to the shop. It covers serving equipment, drinks service, coffee supplies, screens, cables, cooling equipment and simple event signage. Check quantities against your guest list before shopping, then separate non-perishable items from anything that must be chilled. Do a final stock check before the venue opens, especially for power leads, HDMI connections, cups and serving utensils.

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What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Reception desk
Tableclothsqty 12

Tableware

Platesqty 120
Bowlsqty 40
Glassesqty 150
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8

Equipment

Television screensqty 3
Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
HDMI cablesqty 5
HDMI splittersqty 2
Extension cordsqty 8
Power stripsqty 8
Portable speakersqty 2
Microphone
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2

Decorations

Flagsqty 20
Bike flagsqty 100
Start and finish banner
Table décorqty 12
Route postersqty 10

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 6
Hand sanitizer holdersqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini sandwiches - 180 pieces
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Cookies - 8 packs
- Brownies - 100 pieces
- Muffins - 100 pieces
- Lemons - 20 pieces
- Fresh mint - 6 bunches
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper plates - 200 pieces
- Stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Dishwasher tablets - 60 pieces
- Sponges - 12 pieces

Tips

Plan tableware for every expected guest, then add around 10% extra plates, glasses, cups, knives, forks and spoons. Spares cover breakage, dropped items and guests who return for another serving.
Chill drinks before guests arrive and keep a second supply in coolers. Allow at least one cooler for each main drinks station so queues do not form while drinks are being restocked.
Test every screen, projector, laptop and HDMI connection before setup is finished. Keep the correct splitters, extension cords and power strips together rather than discovering a missing connection during the race.
Coffee service is easy to underestimate at a daytime cycling event. Prepare enough coffee cups and hot-water capacity for the busiest 30-minute period, and fill thermos flasks before the venue opens.
Print route maps and place flags where guests can see them before the first broadcast or presentation starts. Keep serving platters, tongs and spoons at the buffet instead of leaving guests to handle shared food directly.

Frequently asked questions

How many plates and glasses do I need per guest?: Plan one plate and one glass per guest as a minimum, then add about 10% extra. For 50 guests, that means at least 55 plates and 55 glasses, plus matching cutlery.
How many screens do I need for a cycling championship viewing event?: Use one clearly visible television screen or projection setup for each viewing area. Test the picture and sound at least 2 hours before opening, including every HDMI cable and splitter.
How much cooling equipment do I need for drinks?: Allow at least one cooler for each main drinks station and load drinks before guests arrive. Move the first batch into cooling equipment at least 2 hours before service so it is cold when the venue opens.
When should I buy and set up the event supplies?: Buy non-perishable supplies 2 to 3 days before the event and check the list again the day before. Set up tables, screens, cables and decorations several hours before opening, while keeping chilled items for the final 2 hours.

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