What you need for an adaptive sports day

Use this shopping list to prepare an adaptive sports day with 89 planned items, from soft balls and cones to accessible tables and rest-area benches. Buy or bring equipment that matches the selected sports sections rather than ordering every sport in advance. Allow extra time for accessibility checks, equipment testing and delivery of larger items such as tables, tents and goal posts. Keep participant support needs, transport arrangements and dietary requirements in mind when finalising quantities.

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What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 80
Wheelchair-accessible tablesqty 4
Beer tablesqty 4
Party tentsqty 3
Rest area benchesqty 4
Clothes racksqty 2

Sports equipment

Footballsqty 8
Soft ballsqty 12
Basketballsqty 6
Volleyballsqty 6
Tennis ballsqty 24
Bean bagsqty 30
Hoopsqty 20
Conesqty 40
Low hurdlesqty 12
Vestsqty 40
Soft matsqty 12
Relay batonsqty 12
Goal postsqty 4
Basketball hoopsqty 2
Volleyball net
Table tennis tablesqty 2
Table tennis paddlesqty 12
Table tennis ballsqty 36
Skipping ropesqty 12
Line markingqty 6
Scoreboardsqty 8
Stopwatchesqty 8
Whistlesqty 10
Sports bagsqty 6
Spare wheelchair hoopsqty 4
Storage binsqty 12
Clipboardsqty 10

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Water dispensersqty 4
Handheld megaphonesqty 2
Phone chargersqty 6

Tableware

Reusable drinking cupsqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Coffee cupsqty 80
Tea glassesqty 40
Serving spoonsqty 8
Small bowlsqty 12
Serving plattersqty 10
Water jugsqty 8
Milk jugsqty 6
Sugar bowlsqty 6

Decorations

Colored buntingqty 12
Balloonsqty 150
Tableclothsqty 12
Name badgesqty 100
Wristbandsqty 100
Medal ribbonsqty 80
Trophiesqty 12
Certificatesqty 100
Directional signsqty 20
Program postersqty 20
Allergen cardsqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving tongsqty 8
Aluminum foilqty 3
Cling filmqty 3
Bread basketsqty 8
Thermal food containersqty 6

Cleaning

Waste binsqty 10
Cleaning bucketsqty 6
Mopsqty 6
Broom and dustpanqty 4
Cleaning glovesqty 12
Towelsqty 24
Toilet brushesqty 2
Hand sanitizer pumpsqty 8
First aid kitqty 2
Ice packsqty 12
Paper towel rollsqty 12

Lighting

LED string lightsqty 6
LED lightsqty 12
Batteriesqty 24

Catering

Groceries
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Wholegrain rolls - 100 pieces
- Gluten-free sandwiches - 12 pieces
- Milk - 12 liters
- Semi-skimmed yogurt - 8 liters
- Young cheese - 5 kilogram
- Chicken breast slices - 4 kilograms
- Ham - 4 kilograms
- Hummus - 3 kilograms
- Peanut butter - 3 jars
- Jam - 3 jars
- Halal chicken breast slices - 2 kilograms
- Vegan cheese - 2 kilograms
- Butter - 2 kilograms
- Iceberg lettuce - 10 heads
- Cucumbers - 20 pieces
- Tomatoes - 8 kilograms
- Bell peppers - 5 kilograms
- Carrots - 5 kilograms
- Apples - 100 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Mandarins - 80 pieces
- Watermelons - 4 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Salted popcorn - 8 bags
- Rice cakes - 8 packs
- Gluten-free crackers - 6 packs
- Muesli bars - 100 pieces
- Vegan cookies - 8 packs
- Butter cookies - 8 packs
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Honey - 2 jars
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweeteners - 3 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blue - 12 crates
- Spa Rood - 4 crates
- Sugar-free lemonade - 6 bottles
- Syrup - 6 bottles
- Ice cubes - 20 kilograms
- Paper napkins - 600 pieces
- Coffee filters - 2 packs
- Tea filters - 2 boxes
- Stirrers - 300 pieces
- Baking paper - 2 rolls
- Plastic wrap - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Organic Waste Bags - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 12 packs
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes

Tips

Prepare at least one accessible table for each registration, refreshment or information point, and allow clear space around it for wheelchair users. Confirm the table height and approach route with the venue before delivery.
For each active sports station, plan enough cones, vests and soft mats to mark boundaries and create safe waiting areas. Keep a separate reserve set so damaged or misplaced items do not interrupt the programme.
Test balls, hoops, nets, hurdles and goal posts at least 3 days before the event. Check that soft balls are available for participants who need slower or lower-impact equipment, rather than relying only on standard sports gear.
Bring one visible scoreboard and one stopwatch for every match area that runs at the same time, plus spare whistles and batteries where applicable. Print the run sheet, route map and accessible signage before volunteers arrive.
Order prizes and certificates no later than 2 weeks before the sports day, and confirm the final participant count before buying refreshments. Keep a written list of dietary requirements and support needs with the event contact list.

Frequently asked questions

What equipment do I need for an adaptive sports day?: Start with the equipment for your chosen sports sections: balls, cones, vests, hoops, mats, nets, goal posts and scoreboards as required. Add accessible tables, chairs, rest-area benches, signage and safety supplies for the venue and participant needs.
How many soft balls should I buy for an adaptive sports day?: Plan at least 1 soft ball per active station, plus 2 to 3 spares for the whole event. If several groups play at once, count one ball per station rather than one ball for the full programme.
When should I order equipment for an adaptive sports day?: Order larger or specialist items at least 3 to 4 weeks ahead, especially tables, tents, nets and goal posts. Test all equipment 3 days before the event and replace missing or damaged items immediately.
What should I bring for wheelchair-accessible participants?: Bring wheelchair-accessible tables, clear route signage, chairs that can be moved aside and benches in a quiet rest area. Confirm support needs and transport requirements before finalising quantities, preferably at least 1 week before the event.

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