What you need for a Holiday Game Week

A Holiday Game Week needs more than food and sports equipment. You will also need serving supplies, drinking water, storage, signs, name badges and enough power for speakers or other equipment. Buy and pack items by function so volunteers can find them quickly each day. Check dietary requirements before ordering food, and leave time for a final materials check before participants arrive.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Beer tablesqty 6
Buffet tablesqty 4
Storage cratesqty 20

Tableware

Reusable cupsqty 220
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 3
Tableclothsqty 12
Name badgesqty 200
Directional signsqty 12
Prize ribbonsqty 40

Equipment

Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Water jerry cansqty 6
Megaphone

Sports equipment

Footballsqty 8
Basketballsqty 4
Volleyballqty 4
Conesqty 40
Hoopsqty 20
Skipping ropesqty 20
Relay batonsqty 12
Water balloonsqty 500
Sponge ballsqty 30
Badminton setsqty 6
Dragnet
Game matsqty 8

Crafting

Apronsqty 30
Children's scissors setsqty 40
Paintbrushesqty 50
Mixing bowlsqty 30
Craft tableclothsqty 12
Cardboard sheetsqty 200
Glue gunsqty 8
Glue sticksqty 100
Permanent markersqty 40

Scavenger hunt

Scavenger hunt cardsqty 40
Route arrowsqty 30
Stamp setsqty 12
Magnifying glassesqty 20

Safety

First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 6
Sunscreen dispensersqty 4
Barrier tapeqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Broomsqty 4
Mopsqty 6
Bucketsqty 6
Hand soap dispensersqty 6

Catering

Groceries
- Whole wheat bread - 25 loaves
- White bread - 15 loaves
- Rolls - 120 pieces
- Mini wraps - 120 pieces
- Young cheese - 6 kilo
- Ham - 5 kilo
- Sliced chicken breast - 4 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Peanut butter - 2 kilo
- Chocolate spread - 2 kilos
- Jam - 2 kilos
- Halal Chicken Breast - 2 kilos
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Carrots - 6 kilos
- Bell peppers - 40 pieces
- Lettuce - 20 heads
- Apples - 180 pieces
- Bananas - 180 pieces
- Grapes - 15 kilos
- Mandarins - 150 pieces
- Watermelons - 8 pieces
- Yogurt - 20 liters
- Muesli bars - 250 pieces
- Rice cakes - 20 packs
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Popcorn - 15 bags
- Pretzels - 10 bags
- Cookies - 20 packs
- Spice cake - 15 packs
- Ice lollies - 250 pieces
- Cola - 20 bottles
- Cola Zero - 12 bottles
- Orange soda - 12 bottles
- Apple juice - 20 packs
- Orange juice - 15 cartons
- Spa Blauw - 80 bottles
- Sparkling water - 20 bottles
- Lemonade syrup - 8 bottles
- Coffee - 8 packs
- Tea - 6 boxes
- Milk - 20 liters
- Oat milk - 8 liters
- Sugar - 4 kilos
- Stirrers - 500 pieces
- Lemon tea - 3 boxes
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Olive oil - 3 liters
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Pancake mix - 12 packs
- Eggs - 120 pieces
- Pancake syrup - 6 bottles
- Powdered sugar - 3 kilos
- Vegetarian hot dogs - 180 pieces
- Hot dog buns - 200 pieces
- Tomato soup - 20 liters
- Croutons - 10 packs
- Pizza bases - 60 pieces
- Tomato sauce - 12 jars
- Grated cheese - 8 kilos
- Corn - 20 cans
- Mushrooms - 6 kilos
- Bell peppers - 5 kilos
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Hand sanitizer - 6 bottles
- Trash bags - 150 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Coffee filters - 4 packs
- Wooden ice cream sticks - 500 pieces
- Treat wrappers - 300 pieces

Tips

Plan drinks for the full day, not just the meal: allow roughly 2 to 3 drinks per participant for the first hour, then 1 drink per hour, plus extra water in jerry cans.
Pack reusable cups, plates, cutlery, serving platters and serving tongs together with the buffet supplies. Keep a separate set available for volunteers who prepare food.
Count sports equipment by activity before shopping. For group games, have the footballs, basketballs, volleyball, cones and any activity materials ready in labelled storage crates.
Do not leave signs and name badges until the morning of the event. Print directional signs and the schedule at least one day ahead, and prepare badges before registration opens.
Check practical equipment 24 hours before the first activity: test the portable speaker and microphone, and confirm that extension cords and power strips reach the activity and reception areas.

Frequently asked questions

What should I buy for a Holiday Game Week?: Buy food and drinks, reusable cups, plates, cutlery, serving supplies, water containers, storage crates, sports equipment, signs and name badges. Also check whether you need tables, chairs, tents, power supplies and first-aid equipment for the planned activities.
How many drinks do I need per child for a holiday game week?: Allow about 2 to 3 drinks per child during the first hour, followed by 1 drink per hour. Add extra drinking water for warm weather and keep water jerry cans available where activities take place.
When should I prepare the shopping list for Holiday Game Week?: Make the first list at least 1 to 2 weeks before the event, after registrations and dietary requirements are known. Complete the final shopping check 2 to 3 days before the first day and buy fresh food as late as practical.
What equipment is easy to forget for a Holiday Game Week?: Small operational items are often missed: name badges, directional signs, serving tongs, storage crates, extension cords, power strips and a balloon pump. Check these at least 24 hours before setup, alongside the sports equipment and registration materials.

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