What to buy for a club day

A club day needs more than sports equipment and a few drinks. You also need a clear way to serve food, manage registration, mark playing areas and keep the schedule running outdoors. This shopping list covers the practical supplies behind the matches, including reusable tableware, team markers, scorekeeping items and sound equipment. Check final registrations and dietary requirements before buying food and drinks, then chill beverages and set up non-perishable supplies before participants arrive.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
Registration desk
Waste binsqty 6

Sports equipment

Footballsqty 8
Basketballsqty 4
Volleyballqty 4
Tennis ballsqty 30
Conesqty 40
Laddersqty 2
Hoopsqty 12
Vestsqty 50
Whistlesqty 6
Scoreboardsqty 4
Game clocksqty 4
Barrier tapeqty 2
Team shirtsqty 60

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 50
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 4
Water jugsqty 6

Equipment

Speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Hand truckqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Club flagsqty 6
Program boardsqty 4
Name badgesqty 100
Markersqty 12
Tapeqty 6

Lighting

String lightsqty 6
LED lanternsqty 8
Spare batteriesqty 24

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Floor squeegeesqty 2
Broomsqty 3
Dustpan and brushqty 3
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Mini ice pops - 100 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Whole wheat rolls - 60 pieces
- Croissants - 40 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Vegetarian spreads - 12 tubs
- Hummus - 8 tubs
- Peanut butter - 2 jars
- Jam - 3 jars
- Butter - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lettuce - 8 heads
- Tomatoes - 4 kilos
- Cucumbers - 8 pieces
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Yogurt - 6 kilos
- Muesli - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Mixed nuts - 3 kilo
- Muesli bars - 100 pieces
- Cookies - 8 packs
- Brownies - 60
- Vegetarian wraps - 40 pieces
- Wraps - 60 pieces
- Herb cream cheese - 8 tubs
- Herbs - 4 pots
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Napkins - 300 pieces
- Trash bags - 60 pieces
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand gel - 4 bottles
- Nitrile gloves - 4 boxes

Tips

Plan drinks for the full programme, not just the matches. As a starting point, allow two to three drinks per person for the first hour, then one drink per person for each additional hour, with extra water available at the fields.
Match tableware to the final participant count and catering plan. Reusable cups, plates and cutlery are easy to underestimate, especially when some items are still in use at the buffet.
Buy or gather field-control supplies before the schedule is printed. Cones, barrier tape, vests, whistles, scoreboards and game clocks are difficult to replace once teams are already playing.
Check every sport in the programme against the equipment list at least one day before club day. Count balls, hoops, ladders and team shirts by playing area rather than assuming one shared set will be enough.
Test the speaker, microphone and extension cords before loading them. Put registration materials, printed rules and the site map together in one clearly labelled box so volunteers can start without searching.

Frequently asked questions

How many drinks do I need for a club day?: Allow two to three drinks per person for the first hour, then one drink per person for every additional hour. Add extra water for outdoor play and hot weather, and confirm the final headcount before shopping.
How much tableware should I buy for a club day?: Count one plate, one cutlery set and at least two reusable cups per participant, then add a 10% buffer. If food is served in rounds or cups are not collected, plan for more cups and plates.
When should I buy supplies for club day?: Buy non-perishable supplies, sports markers and tableware at least two to three days beforehand. Buy or collect chilled items the day before, then chill drinks before setup on the event day.
What equipment is easy to forget for a club day?: Extension cords, a microphone, whistles, scoreboards, game clocks, barrier tape and waste bins are often missed. Check these items against the final programme and site map at least one day before the event.

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