What you need for a company sports day

A company sports day needs more than balls and medals. Plan supplies for the matches, team registration, scoring, catering, seating and changing weather. Use the participant count to set quantities: allow at least one cup per person per meal, two to three drinks per person for the first hour, and extra water for active games. Check power, cooling and sound equipment before the venue opens, because replacements are difficult to arrange on the day.

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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 70
Buffet tablesqty 3
Waste binsqty 6

Sports equipment

Footballsqty 6
Handballsqty 4
Basketballsqty 4
Volleyballqty 3
Tennis ballsqty 24
Badminton racketsqty 12
Badminton shuttlecocksqty 24
Conesqty 40
Hoopsqty 12
Relay batonsqty 8
Skipping ropesqty 10
Ladder for conditioning trainingqty 2
Field marker linesqty 4
Scoreboardsqty 6
Stopwatchesqty 6
Whistlesqty 8
Measuring tapesqty 3
Bib numbersqty 70
Medalsqty 24
Cupsqty 3

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Tableware

Reusable drinking glassesqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 80
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8
Thermos flasksqty 4

Decorations

Buntingqty 6
Balloonsqty 100
Team name signsqty 12
Tableclothsqty 8

Lighting

String lightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6
First aid kit

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 12 bags
- Sandwiches - 90 pieces
- Wholemeal bread - 6 loaves
- Kaiser rolls - 60 pieces
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Halal chicken breast - 1 kilogram
- Butter - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lettuce - 8 heads
- Cucumbers - 10 pieces
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Onions - 2 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Oranges - 6 kilograms
- Cherry tomatoes - 3 kilograms
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Muesli bars - 80 pieces
- Nut bars - 40 pieces
- Gluten-free rolls - 10 pieces
- Vegan rolls - 15 pieces
- Vegetable soup - 8 liters
- Tomato soup - 8 liters
- Pasta - 5 kilogram
- Pesto sauce - 8 jars
- Pasta salad - 8 kilograms
- Green salad - 6 kilograms
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Vegan pasta sauce - 4 jars
- Vegan cheese - 1 kilogram
- Cookies - 8 packs
- Brownies - 80 pieces
- Cake - 4 pieces
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan one chilled drink per participant for each hour of activity, plus extra water for warm weather. Start cooling drinks at least 12 hours before the event if possible.
Allow one seat per participant during breaks and provide roughly one table for every 8–10 people at the buffet. Add separate waste bins near food, drinks and the playing area.
Prepare at least one ball for each active team or match, plus spare balls for football, handball, basketball and volleyball. Bring extra shuttlecocks and tennis balls because these are easy to lose outdoors.
For scoring, prepare one printed score sheet per match, one stopwatch and one whistle per active official, and keep spare pens with the scoreboards. Print team assignments before opening the venue.
Buy medals and cups for every planned placing, then add at least 10% spare items for tie-breaks or damaged pieces. Test the sound system, microphones, extension cords and power strips before participants arrive.

Frequently asked questions

How many drinks do I need for a company sports day?: Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for hot weather or continuous outdoor activity, and keep everything chilled before the first matches.
How much seating is needed for a company sports day?: Provide one chair per participant if everyone may sit during breaks. For buffet seating, allow one table for every 8–10 people, with additional tables for catering, registration and scorekeeping.
How many sports balls should I buy for a company sports day?: Have at least one suitable ball per active team or match, plus one spare for each major ball sport. For badminton and tennis, buy extra shuttlecocks and balls because outdoor play can quickly use more than expected.
When should I prepare the equipment for a company sports day?: Check all sports equipment, prizes, printed score sheets and power supplies at least 2–3 days beforehand. Chill drinks the day before, and test the sound system and microphones before the venue opens.

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