What to Buy for an Athletics Club Open Day

An athletics club open day needs more than track and field equipment. Plan food and drinks for participants, parents, coaches and volunteers, then add practical supplies for registration, changing areas and outdoor weather. Use the confirmed attendance to calculate quantities, and shop early enough to chill drinks and replace missing items. The equipment list covers activities such as hurdles, relays, throwing events and high jump, while the shopping list below helps you avoid last-minute trips.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 60
Beer tablesqty 4
Changing room racksqty 2
Waste binsqty 8

Sports equipment

Starting blocksqty 4
Relay batonsqty 12
Hurdlesqty 12
Conesqty 40
Marker discsqty 30
Sling ballsqty 6
Throwing spearsqty 6
Bulletsqty 6
Skipping ropesqty 10
High jump barsqty 3
High jump uprightsqty 2
Measuring tapesqty 4
Stopwatchesqty 6
Whistlesqty 8
Starter pistol
Numbered vestsqty 50
Medal ribbonsqty 50

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos flasksqty 6

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Small bowlsqty 20
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Pliersqty 8
Pitchersqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Information boardsqty 12
Directional signsqty 15
Tableclothsqty 10

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 10 bottles
- Still mineral water - 20 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Cucumbers - 8 pieces
- Carrots - 4 kilos
- Cherry tomatoes - 4 kilos
- Mini wraps - 120 pieces
- White baguettes - 12 pieces
- Brown baguettes - 8 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Turkey breast - 3 kilos
- Herb cheese - 2 kilos
- Vegan spread - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Barbecue sauce - 2 bottles
- Vegetarian burgers - 60 pieces
- Hamburger buns - 80 pieces
- Hamburgers - 80 pieces
- Vegetarian Sausages - 40 pieces
- Corn on the cob - 40 pieces
- Pasta salad - 8 kilo
- Green salad - 6 kilos
- Potato salad - 6 kilos
- Herb butter - 2 kilo
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces

Tips

Allow about 2–3 drinks per person for the first hour, then one drink per person for each additional hour. Include extra water for coaches, volunteers and anyone doing repeated activities.
Buy snacks in individually portioned servings, with at least one portion per participant plus 10–15% extra. Check collected dietary requirements before choosing items containing common allergens.
Count tables, chairs, waste bins and changing-room racks against the expected number of visitors, not just registered athletes. A busy open day can attract parents and walk-ins who still need somewhere to sit, change and dispose of rubbish.
Test speakers, the microphone, mixer, extension cords and power strips at least one day before the event. Pack coolers and thermos flasks separately so cold drinks and hot drinks are ready without searching through sports equipment.
Prepare labels, numbered vests, medal ribbons and participant paperwork in separate boxes before shopping day. Keep measuring tapes, stopwatches, whistles and spare batteries together so officials can collect everything quickly.

Frequently asked questions

How many drinks do I need for an athletics club open day?: Plan for 2–3 drinks per person during the first hour, followed by about one drink per person per additional hour. Add 10–15% extra for coaches, volunteers, warm weather and unexpected visitors.
How much food should I buy for an athletics open day?: Buy at least one snack portion per registered participant, plus 10–15% extra for volunteers, parents and walk-ins. Finalise dietary requirements before shopping so suitable alternatives are included.
When should I buy and chill drinks for the open day?: Buy shelf-stable drinks and serving supplies 2–3 days beforehand. Chill perishable drinks and prepare coolers the day before, leaving only the final top-up for the morning of the event.
What equipment should I check before an athletics club open day?: Check all event equipment at least 24 hours beforehand, including hurdles, relay batons, cones, starting blocks, measuring tapes, stopwatches and throwing equipment. Test sound and power equipment at the same time.

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