What you need for a movement afternoon

A movement afternoon needs more than balls and a venue. You’ll need equipment for several activities, clear scoring and timing materials, places to sit, and a simple registration point. Plan refreshments around the length of the programme, and prepare badges so participants can be identified quickly. Use the final participant list and dietary requirements to check quantities before shopping, rather than buying everything at the last minute.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 70
Registration desk
Rest benchesqty 4
Coat racksqty 2

Sports equipment

Footballsqty 6
Softballsqty 12
Basketballsqty 4
Volleyballqty 3
Tennis ballsqty 20
Badminton racketsqty 12
Badminton shuttlecocksqty 24
Hoopsqty 12
Conesqty 30
Marker discsqty 30
Vestsqty 30
Skipping ropesqty 15
Relay batonsqty 12
Balance matsqty 8
Yoga and fitness matsqty 30
Resistance bandsqty 20
Dartboard
Dart arrowsqty 6
Scoreboardsqty 4
Stopwatchesqty 4
Pedometersqty 20
Waterproof sports conesqty 20
Intermission ballsqty 6
Portable basketball hoop
Target clothsqty 4
Table tennis paddlesqty 8
Table tennis ballsqty 24
Table tennis table
Pedometer cardsqty 70

Tableware

Reusable drinking glassesqty 80
Platesqty 80
Bowlsqty 20
Cutlery setsqty 80
Coffee cupsqty 50
Serving traysqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Pliersqty 6
Food containersqty 12

Equipment

Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Wayfinding signsqty 12
Program boardsqty 6
Name badge holdersqty 70
Tableclothsqty 8
Buntingqty 6
Notice boardsqty 2

Cleaning

Waste binsqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Hand broomsqty 4
Dustpan and brushqty 2
Cleaning glovesqty 6
Laundry basketsqty 4

Safety

First aid kit
Ice packsqty 6
Non-slip matsqty 8
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries
- Whole wheat bread - 10 loaves
- Whole grain rolls - 80 pieces
- Whole wheat wraps - 40 pieces
- Mild cheese - 3 kilograms
- Hummus - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Vegetarian spreads - 1 kilogram
- Cream cheese - 1 kilogram
- Low-fat margarine - 1 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Lettuce - 8 heads
- Carrots - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Apples - 70 pieces
- Bananas - 70 pieces
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Whole grain crackers - 6 packs
- Unsalted nuts - 2 kilogram
- Rice cakes - 6 packs
- Muesli bars - 80 pieces
- Yogurt - 5 kilograms
- Herb cheese - 1 kilogram
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Yogurt dressing - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Still water - 10 bottles
- Sparkling water - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Herbal tea - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Lemons - 10 pieces
- Honey - 1 jar
- Ice cubes - 8 bags
- Paper towels - 8 rolls
- Napkins - 8 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Bandages - 2 boxes
- Disinfectant - 2 bottles

Tips

For a mixed sports programme, prepare equipment for each activity plus a small backup: for example, extra shuttlecocks, tennis balls and skipping ropes. Count the number of activity stations before deciding how many cones, hoops and marker discs you need.
Give every participant a badge and keep a few blank ones at the registration desk. Prepare them at least one day before the event, when the final participant list is available.
Provide seating beyond the activity area. Rest benches and chairs are easy to overlook, but you need somewhere for participants to wait, recover between rounds and put on or remove coats.
Set aside separate materials for timing and scoring at least one per active station: stopwatches, scoreboards and marker discs should not be shared between groups during a round.
Buy and chill drinks before the programme starts, then prepare fruit and snacks in advance. Check dietary requirements against the final list before handing the information to catering or setting out the lunch buffet.

Frequently asked questions

What sports equipment do I need for a movement afternoon?: Choose equipment for every planned activity, including balls, rackets, shuttlecocks, cones, hoops, vests and mats where relevant. Add at least 10% spare consumables such as shuttlecocks or small balls, especially if several groups play at once.
How many chairs and benches should I get for a movement afternoon?: Plan seating for about one-third to one-half of participants at the same time, unless the programme includes long waiting periods. Add at least 2 extra seats for volunteers or chaperones and keep the rest benches near the activity area.
How much food and drink do I need for a movement afternoon?: For the first active hour, allow 2 to 3 drinks per person, then add one drink per person for each additional hour. Prepare fruit and snacks for every participant, and confirm dietary requirements at least 3 days before shopping.
When should I prepare the movement afternoon shopping list?: Make a first list 1 to 2 weeks before the event, then check it again after registrations close. Do the final quantity check 2 to 3 days beforehand, using the participant list, dietary requirements and weather forecast.

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