What you need for a hockey club open day

A hockey club open day needs more than sticks and balls. You will need a clear registration point, refreshments for visitors, equipment for clinics and matches, and practical items for changing weather. This shopping list covers the supplies behind the programme, from reusable tableware and coffee equipment to walkie-talkies, extension cords and first-aid essentials. Check quantities after registrations close, then chill drinks and prepare snacks before the first visitors arrive.

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What to bring

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

Furniture

Party tentqty 3
Folding tableqty 10
Folding chairqty 80
Beer table setqty 6
Buffet tableqty 4
Registration desk
Coat rackqty 2

Tableware

Reusable plateqty 180
Reusable bowlqty 80
Reusable glassqty 220
Coffee cupqty 80
Tea glassqty 60
Cutlery setqty 180
Serving platterqty 20
Serving tongsqty 12

Kitchen

Coffee makerqty 2
Kettleqty 2
Insulated carafeqty 4
Cutting boardqty 4
Chef's knifeqty 4
Cool boxqty 6
Ice cube trayqty 8
Thermosqty 4

Equipment

Sound system
Microphoneqty 2
Extension cordqty 6
Power stripqty 6
Rechargeable walkie-talkieqty 6

Sports equipment

Youth hockey stickqty 30
Senior hockey stickqty 20
Hockey ballqty 50
Marker coneqty 40
Marker coneqty 60
Mini hockey goalqty 8
Hockey goalqty 4
Practice ladderqty 4
Training vestqty 40
Goalkeeper gearqty 4
Scoreboardqty 2
Whistleqty 8
Ball netqty 6
Inflatable bouncy castle
Korfbalt basketqty 2
Crash matqty 6

Decorations

Club flagqty 12
Balloonsqty 150
Balloon archqty 2
Table runnerqty 12
Menu Boardqty 6
Arrow signqty 10
Name stickerqty 200
Wristbandqty 200

Lighting

LED light garlandqty 6
LED lampqty 8

Cleaning

Waste binqty 10
Hand brush and dustpanqty 3
Mop setqty 2
Toilet brushqty 4
Soap dispenserqty 6
Towel dispenserqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 120 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Alcohol-free wine - 4 bottles
- Lemonade syrup - 4 bottles
- Paper straws - 250 pieces
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini rolls - 250 pieces
- Wholegrain rolls - 100 pieces
- Wraps - 80 pieces
- Young cheese - 5 kilos
- Brie - 2 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Butter - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumber - 8 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Melons - 6 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snack mix - 8 bags
- Popcorn - 6 bags
- Cookies - 10 packs
- Brownies - 8 boxes
- Muesli bars - 100 pieces
- Gluten-free crackers - 4 packs
- Vegan spread - 2 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Lemon juice - 2 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Blue trash bags - 50 pieces
- Dish soap - 3 bottles
- Cleaning wipes - 4 packs
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 bottles
- Hand gel - 4 bottles
- Disposable gloves - 4 boxes

Tips

Plan drinks by time, not just by headcount: allow two to three drinks per person for the first hour, then adjust for the length of the programme and the weather. Keep extra water available for players and volunteers.
For a club day with several clinics, separate youth and senior hockey sticks before guests arrive. A labelled rack or table prevents the registration desk from becoming the equipment return point.
Set up the registration desk at least 45 minutes before the advertised start. Put printed registration lists, route signs and spare pens there so late arrivals do not block the first clinic.
Count reusable plates, bowls, glasses and cutlery against the largest food service at one time. If the buffet serves 40 people in one sitting, prepare at least 40 place settings rather than relying on constant washing.
Test the sound system, microphone, extension cords and power strips before the programme begins. Charge every walkie-talkie the night before and keep one spare charging option available if volunteers are spread across the grounds.

Frequently asked questions

How much food and drink do I need for a hockey club open day?: Base the catering order on confirmed registrations and add about 10% for walk-ins and volunteers. For drinks, allow two to three per person during the first hour, then increase the water allowance in warm weather.
How many hockey sticks should we prepare for an open day clinic?: Prepare one suitable stick per registered participant in each clinic group, plus at least 10% spare sticks for breakage, late arrivals or different age groups. Sort youth and senior sticks separately before setup.
When should I set up the registration desk?: Set it up at least 45 minutes before the start time, with printed lists, signs and spare pens ready. This leaves time to check names and direct visitors without delaying the first activity.
When should I test the sound system and walkie-talkies?: Test the microphone, speakers, extension cords and power strips on the morning of the event, before visitors arrive. Charge the walkie-talkies the night before and assign them to volunteers before the programme starts.

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