Choosing a bicycle accessories supplier: 7 questions for your shop

Choosing a new supplier of bicycle accessories often starts with an interesting product. For your bicycle shop, what happens next also matters: how do you order the right version, what do you know about delivery, and who can you contact when a customer needs a spare part?

Use these seven questions during an introductory meeting with a supplier of bicycle helmets, lighting or other accessories. They help you move from an initial conversation to clear agreements. You can also bring this list along if you want to get to know Pro Sport Lights as a retailer.

1. Which customer need will we meet together?

Start by explaining who visits your shop and which needs you cannot yet fully meet. Think of a customer who wants to try on a helmet with a visor, a commuter seeking advice on lighting, or someone who needs a suitable spare part. Then ask which specific products meet those needs.

For each proposed item, note why it is relevant to your shop. This leaves you with a clear selection to discuss with your staff. For further guidance on building a range of models and sizes, read our guide to building a helmet range for your bicycle shop.

2. What exactly is included in the version I order?

Always bring a discussion about a model down to a specific version: item number, size, colour and package contents. Ask which parts are included as standard and which must be ordered separately. Record this information before promising the same combination to a customer.

An example from our current range: the ClearView bicycle helmet comes with a clear and a dark visor. The Winter Kit with lining and ear warmers is optional. The product information also states that ClearView visors are not interchangeable with ICE visors. These differences matter both for the first order and for later spare-part enquiries.

Take away from the meeting: a list of the selected versions, their item codes and the corresponding accessories. Check which documentation and certification apply to each model.

3. What are the ordering and payment terms?

Ask for an up-to-date trade proposal listing the selected items and terms together. Discuss the purchase price, VAT details, any packaging or ordering units, shipping costs and payment method. Also ask how long the proposal is valid and how changes will be communicated.

Discuss separately how a first order and a repeat order are processed. Can you combine the variants you want? Which details must appear on a purchase order? How will you receive an order confirmation and invoice? Have agreements confirmed in writing so that the person placing orders in your shop has the same information as the person who attended the introductory meeting.

At Pro Sport Lights, we discuss the specific terms of working together personally. Browse the product groups in our B2B catalogue beforehand and note what you would like a proposal for.

4. What is confirmed about availability and delivery?

Distinguish between an estimated delivery date and a confirmed delivery for your order. Ask when availability is checked, how you will be notified of a change and what happens if part of the order arrives later.

Use a simple practical scenario: you want to promise a particular size to a customer, but that version is not immediately available. Who confirms the schedule? Can an alternative be supplied only with your agreement? Will a later delivery be announced separately? Discussing this in advance tells you which information you can use at the counter.

Take away from the meeting: how to request delivery information and whom to contact about an outstanding order. A general delivery estimate does not replace confirmation for your selected items.

5. How do we handle a spare-part or service enquiry?

Ask which information is needed to assess a report properly. This may include the item number, version, purchase details and a clear description or photo of the problem. Agree who carries out the initial assessment and when you will receive further instructions.

Also ask about the difference between ordering a separate part, having a product assessed and requesting a return. Do not assume that the same terms apply as to a consumer order in the online shop. Record the trade procedure and only confirm a solution to your customer once it is clear what can be supplied or carried out.

For a visor, for example, the exact model name helps identify the right part. Therefore, ask how parts are identified and which information you need when packaging or an item code is missing.

6. Which product information can my team use?

A colleague who did not attend the trade fair must also be able to explain the product later. Ask where to find current manuals, product details and any instructional videos. Discuss whether materials are available for your shop display and how you may use them.

Also ask how you will be informed when information changes. This might involve an updated specification, a different version or a revised manual. Choose one place in your shop where staff can find the current source, and record who updates product cards or your own website copy.

For practical ideas on arranging your helmet area, see displaying bicycle helmets in your shop. Discuss with the supplier which support suits your situation.

7. What is the concrete next step?

End the meeting with a short action list. Assign someone to each open question and agree on a follow-up date. This makes it clear whether you are waiting for a proposal, product documentation or an answer about a specific version.

You can keep your meeting notes in this fixed order:

• Shop and contact person: who makes the decision and who will place orders later?
• Selected items: model, item code, size, colour and quantities required.
• Information received: product documentation, proposal and confirmed terms.
• Open points: which question still needs an answer, from whom and by when?
• Next step: review the proposal, ask for further information or prepare an order.

Meet Pro Sport Lights at Velofollies 2027

Would you like to discuss whether our range suits your bicycle shop or specialist cycle retailer? Bring your main customer questions and a short product selection. We will be happy to discuss your questions about a potential partnership.

Pro Sport Lights will be at stand 446 at Velofollies, from 22 to 24 January 2027 at Kortrijk Xpo. Read our main invitation for bicycle shops and retailers. Practical visitor information is available on the official Velofollies website.

Arrange a B2B introductory meeting

See you at stand 446!
Diego – Pro Sport Lights

Image: Pro Sport Lights, own photo archive.