Olympic Day shopping list

An Olympic Day needs more than balls and a scoreboard. Plan equipment for each sport, team bibs, timing and judging supplies, drinks, snacks, prizes and serving items before event day. For a full sports day, allow extra equipment for waiting teams and replacements for damaged or missing items. This list also covers practical setup needs such as tables, coolers, extension cords and a microphone, which are often arranged too late.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Jury tablesqty 4
Party tentsqty 2

Sports equipment

Footballsqty 4
Volleyballqty 2
Basketballsqty 4
Relay batonsqty 8
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Soft ballsqty 12
Tug of war rope
Starting whistlesqty 4
Stopwatchesqty 6
Measuring tapesqty 3
Scoreboardsqty 4
Team bibsqty 60
Exercise matsqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4
Thermos flasksqty 4

Tableware

Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Serving plattersqty 12
Serving tongsqty 8

Decorations

Buntingqty 8
Team flagsqty 8
Gold medalsqty 8
Silver medalsqty 8
Bronze medalsqty 8
Trophiesqty 8
Team table labelsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving knivesqty 4
Kitchen bowlsqty 6
Ice packsqty 20

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Cold packsqty 6
Safety vestsqty 8

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Lemons - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Watermelons - 3 pieces
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Chicken breast slices - 1.5 kilos
- Vegetarian Spread - 1 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Gluten-free bread - 3 loaves
- Wraps - 60 pieces
- Potato salad - 5 kilos
- Pasta salad - 5 kilos
- Green salad - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted peanuts - 4 bags
- Olives - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Vinaigrette - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Olive oil - 1 bottle
- Ice cubes - 15 kilos
- Napkins - 300 pieces
- 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
- Hand soap - 4 bottles

Tips

Count equipment by activity and team before shopping: you may need several footballs, basketballs or relay batons if multiple groups compete at once. Keep a few cones and soft balls aside as replacements.
Plan drinks for the whole schedule, not just the opening ceremony. Chill the drinks in coolers in advance, and prepare at least one drinking glass per expected guest plus extras for breakage.
Buy or gather serving supplies before catering arrives: plates, cutlery sets, drinking glasses and coffee cups are easy to overlook when food is ordered separately. Add a separate supply point for used tableware.
Check the venue’s power access at least one day before setup. Portable speakers, a microphone, extension cords and power strips may all be needed, and outdoor sockets may not be close to the presentation area.
Order prizes early enough to inspect them before event day. Also check that the scoreboards, stopwatches, measuring tapes and starting whistles are present before teams arrive, rather than during the first match.

Frequently asked questions

What do I need to buy for an Olympic Day?: Plan sports equipment such as footballs, a volleyball, basketballs, relay batons, cones, hoops, skipping ropes and a tug-of-war rope. You will also need team bibs, scoreboards, stopwatches, measuring tapes, drinks, snacks, serving items and prizes.
How many drinking glasses do I need for Olympic Day?: Allow at least one glass per guest, plus around 10% extra for replacements and breakage. For 50 guests, prepare at least 55 glasses and keep them near the drinks station.
When should I prepare the Olympic Day equipment?: Check and group the equipment at least one day before the event. Set up fields, tables, chairs and sound equipment early enough on the day to test the microphone and speakers before participants arrive.
What should I not forget for an outdoor Olympic Day?: Bring party tents, coolers, extension cords and power strips in addition to the sports equipment. Check the weather forecast the day before and confirm that tables, chairs and serving supplies are protected from rain.

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