What you need for a Family Sports Day

A Family Sports Day needs more than balls and a schedule. You also need enough equipment for several activities, clearly marked team gear, serving items, seating and a simple setup for food and drinks. Plan quantities around your final participant list, then add a small buffer for lost or damaged items. Check the weather plan before buying or collecting tents, tables and outdoor equipment, especially if the event runs for several hours.

Organize this event for free with Lizzt

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 4
Beer tablesqty 6
Benchesqty 8
Changing room screensqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 80
Reusable cupsqty 120
Coffee cupsqty 60
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 16
Serving plattersqty 12
Serving traysqty 8

Sports equipment

Footballsqty 8
Basketballsqty 4
Volleyballqty 4
Korfball hoopsqty 2
Vestsqty 40
Conesqty 40
Marker discsqty 30
Hoopsqty 12
Skipping ropesqty 12
Relay batonsqty 8
Soft ballsqty 12
Frisbeesqty 8
Water cupsqty 100
Starting whistlesqty 8
Stopwatchesqty 4
Scoreboardsqty 4
Clipboardsqty 8
Pensqty 24
Measuring tapesqty 4
Rubber matsqty 8
Tug-of-war ropesqty 2
Jump sacksqty 12
Water balloonsqty 200
Children's paddling poolsqty 2
Sponge ballsqty 24
Medalsqty 40
Cup prizesqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Team flagsqty 8
Directional signsqty 12
Name badgesqty 100
Wristbandsqty 100

Equipment

Portable speakerqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Rechargeable lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 4
Pliersqty 8
Serving plattersqty 12
Ice packsqty 24
Aluminum foilqty 4
Food storage containersqty 12

Lighting

String lightsqty 6
Battery lampsqty 8

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Hand soap dispensersqty 4
Disinfectant sprayqty 4
First aid kitsqty 2
Fever thermometersqty 2
Flashlightsqty 4

Catering

Groceries
- Burger buns - 100 pieces
- Vegetarian burger buns - 20 pieces
- Beef burgers - 80 pieces
- Vegetarian burgers - 20 pieces
- Hot dog buns - 60 pieces
- Sausages - 60 pieces
- Vegan hot dogs - 20 pcs
- Cheese slices - 2 kilograms
- Lettuce - 2 kilograms
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Onions - 2 kilograms
- Pickles - 3 jars
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 2 bottles
- Applesauce - 6 jars
- Fries - 15 kilograms
- Fried onions - 4 bags
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Olive oil - 2 liters
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Green salad - 5 kilograms
- Fruit salad - 5 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Oranges - 6 kilograms
- Melons - 4 pieces
- Ice lollies - 120 pieces
- Yogurt - 5 liters
- Muesli - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty breadsticks - 6 bags
- Cocktail nuts - 4 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Coffee - 8 packs
- Tea - 4 boxes
- Decaffeinated coffee - 2 packs
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Spa Blauw - 30 bottles
- Sparkling water - 12 bottles
- Lemonade syrup - 4 bottles
- Sports drink - 40 bottles
- Ice cubes - 20 kilograms
- Napkins - 500 pieces
- Paper straws - 150 pieces
- Baking paper - 2 rolls
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 2 packs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Bandages - 4 boxes
- Sterile gauze pads - 4 boxes
- Bandages - 6 rolls
- Cold packs - 8 pieces
- Disposable gloves - 2 boxes
- Sunscreen - 8 bottles
- Mosquito spray - 4 bottles
- Chalk - 6 packs
- Ballpoint pens - 30 pieces
- Printer paper - 2 packs

Tips

Count participants before shopping, then prepare roughly 10% extra cups, plates and cutlery. Families often take more than one cup during a day of rotating activities.
Match sports equipment to the schedule rather than buying one item per game. Keep spare soft balls, cones and marker discs available so one missing item does not stop a match.
Prepare one set of team vests for every team, plus at least two spare vests. Label the equipment and team materials before opening the venue to speed up changeovers.
For a half-day event, allow about 2–3 drinks per person for the first hour and 1–2 for each additional hour. Chill drinks before participants arrive and keep serving trays and bowls with the buffet setup.
Plan seating and shelter for more than the players. Provide enough chairs or benches for spectators and volunteers, and reserve tables for registration, food, drinks and prizes rather than using every surface for equipment.

Frequently asked questions

How much sports equipment do I need for a Family Sports Day?: Base the quantity on the match schedule and number of teams, not just the number of participants. Have at least one spare ball for each main ball sport and keep 10% extra cones, discs or markers for replacements.
How many cups and plates do I need for a Family Sports Day?: Use the confirmed participant count as a minimum and add about 10% extra. For example, 60 attendees means planning for roughly 66 reusable cups, plates and sets of cutlery, with extra bowls for snacks.
How many drinks should I buy for a Family Sports Day?: Allow 2–3 drinks per person during the first hour, then 1–2 drinks per person for every additional hour. Buy and chill them at least 12 hours before the event when possible.
When should I arrange tents, tables and chairs for Family Sports Day?: Confirm availability at least 2–3 weeks before the event, especially if you need several tables, benches or changing-room screens. Recheck the weather plan 48 hours beforehand and adjust the shelter and seating setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.