What you need for an activity week

An activity week needs more than sports gear and snacks. You will also need serving items, cooling and drink equipment, setup furniture, and power supplies for presentations or music. Plan quantities around the number of participants, supervisors, and activity groups rather than buying one shared set for everyone. Check dietary requirements and the weather plan before shopping, and keep fresh food, drinks, and equipment separate so nothing is forgotten on the final day.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 50
Beer tablesqty 4
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable cupsqty 80
Mugsqty 50
Cutlery setsqty 60
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Mixing bowlsqty 6
Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Projector
Projection screen

Sports equipment

Footballsqty 6
Basketballsqty 3
Volleyballqty 3
Ball pumpqty 2
Conesqty 30
Skipping ropesqty 12
Hoopsqty 12
Water gunsqty 20
Spongesqty 30
Ropeqty 2
Vestsqty 50
Field markersqty 20

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Name stickersqty 60
Markersqty 30
Craft paperqty 300
Colored pencilsqty 10
Scissorsqty 20
Glue sticksqty 20
Rolls of tapeqty 10
Prizes and certificatesqty 50

Lighting

LED lampsqty 8
Flashlightsqty 12

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 6
Towelsqty 12
Toilet brushesqty 4

Catering

Groceries
- Brown bread - 20 loaves
- White bread - 10 loaves
- Whole grain bread - 10 loaves
- Bread rolls - 80 pieces
- Croissants - 60 pieces
- Currant buns - 60 pieces
- Butter - 4 packs
- Margarine - 4 tubs
- Young cheese - 6 kilo
- Boiled ham - 4 kilos
- Sliced chicken breast - 4 kilos
- Hummus - 3 kilos
- Peanut butter - 6 jars
- Chocolate spread - 6 jars
- Strawberry Jam - 6 Jars
- Chocolate sprinkles - 3 kilos
- Eggs - 120 pieces
- Semi-skimmed milk - 40 liters
- Yogurt - 20 liters
- Muesli - 8 kilos
- Oatmeal - 5 kilo
- Pasta - 12 kilo
- Rice - 10 kilos
- Potatoes - 15 kilo
- Wraps - 100 pieces
- Tomato sauce - 12 jars
- Pesto - 6 jars
- Cooking cream - 12 packs
- Kidney beans - 12 cans
- Corn - 12 cans
- Diced tomatoes - 20 cans
- Onions - 6 kilos
- Garlic - 10 bulbs
- Bell peppers - 6 kilo
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Lettuce - 20 heads
- Carrots - 6 kilos
- Apples - 80 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Oranges - 60 pieces
- Chicken skewers - 80 pieces
- Hamburgers - 80 pieces
- Vegetarian burgers - 20 pieces
- Hot dog sausages - 80 pieces
- Hamburger buns - 80 pieces
- Hot dog buns - 80 pieces
- Garlic sauce - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 6 bottles
- Mustard - 3 bottles
- Barbecue sauce - 4 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Cooking oil - 4 bottles
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Popcorn - 6 bags
- Cookies - 10 packs
- Muesli bars - 100 pieces
- Syrup - 6 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Iced tea - 8 bottles
- Spa Blue - 12 crates
- Sparkling water - 4 crates
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 3 kilos
- Coffee creamer - 6 bottles
- Ice cubes - 20 kilo
- Marshmallows - 8 bags
- Wooden skewers - 200 pieces
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Detergent - 2 bottles

Tips

Plan reusable plates, bowls, cups, mugs, and cutlery for every participant and supervisor, plus at least 10% extra for losses or delayed washing. Count serving trays, spoons, and cutting boards separately; they are often missed when meals are prepared in groups.
Allow two to three drinks per person for the first hour, then about one drink per person per hour. Use water jugs for serving and keep coolers ready for fresh drinks and food; prepare extra capacity if the weather is warm.
Match sports equipment to the group size and activities. For a football or basketball activity, one ball per active group is a practical minimum, with a ball pump and cones ready before participants arrive.
Check presentation and sound equipment at least one day before the activity week starts. Test the projector, projection screen, Bluetooth speaker, extension cords, and power strips together at the venue rather than assuming they are compatible.
Buy non-perishable supplies first and collect fresh produce as close to the start as possible, ideally within 24 hours. Bring a separate set of waste bins, tables, chairs, and registration furniture so setup does not depend on equipment being moved from another activity.

Frequently asked questions

How much food and drink do I need for an activity week?: Count every participant and supervisor, then plan two to three drinks per person for the first hour and one per person per hour afterward. For food, use the planned number of meals and breaks, then add about 10% for seconds, spills, or late registrations.
How many cups and plates do I need for an activity week?: Provide one reusable plate, bowl, cup, mug, and cutlery set per person for each serving period. Add at least 10% extra, or use a second full set if there is no time or facility for washing between meals.
When should I buy supplies for an activity week?: Buy non-perishable goods and check equipment at least one week before the start. Collect fresh produce within 24 hours of the first meal and chill drinks and other perishable items before participants arrive.
What equipment do I need for activity week games?: Choose equipment based on the programme and number of groups: plan at least one active ball per group, plus cones, skipping ropes, hoops, and a ball pump where relevant. Check every item one day before the event and prepare a weather alternative.

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