What to bring for an open sports day
An open sports day needs more than balls and rackets. You will need equipment for several sports, clear scorekeeping, enough water, places to sit, and a simple setup for snacks and registration. Use this list to check what must be bought, collected or confirmed before participants arrive. Plan separate supplies for each activity, then add shared items such as cones, whistles, tables and storage crates so volunteers are not searching for them during the day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 10
- Folding chairsqty 80
- Bar stoolsqty 6
- Tableclothsqty 10
- Clothes racksqty 2
- Storage cratesqty 12
Sports equipment
- Footballsqty 12
- Basketballsqty 8
- Volleyballsqty 8
- Handballsqty 8
- Tennis ballsqty 30
- Tennis racketsqty 12
- Badminton racketsqty 12
- Badminton shuttlecocksqty 30
- Hockey sticksqty 16
- Hockey ballsqty 12
- Conesqty 40
- Marker discsqty 40
- Low hurdlesqty 12
- Skipping ropesqty 12
- Hoopsqty 12
- Relay batonsqty 8
- Gym matsqty 12
- Bib numbersqty 100
- Whistlesqty 10
- Stopwatchesqty 6
- Scoreboardsqty 6
- Sports ribbonsqty 12
- Water cratesqty 8
Equipment
- Portable speakersqty 2
- Microphone
- Extension cordsqty 6
- Power stripsqty 4
- Coolersqty 6
- Thermos flasksqty 6
- Coffee machinesqty 2
Lighting
- LED string lightsqty 6
- Outdoor lightsqty 6
Decorations
- Buntingqty 8
- Balloonsqty 100
- Balloon ribbonqty 2
- Directional signsqty 12
- Information boardsqty 8
- Chalkboardsqty 4
- Chalk markersqty 12
Tableware
- Reusable cupsqty 200
- Reusable platesqty 150
- Reusable cutleryqty 150
- Coffee cupsqty 80
- Tea glassesqty 50
- Serving plattersqty 12
- Serving spoonsqty 8
- Pitcherqty 6
Kitchen
- Cutting boardsqty 4
- Chef's knifeqty 4
- Pliersqty 8
- Measuring cupsqty 2
- Ice packsqty 24
Cleaning
- Waste binsqty 8
- Broomqty 4
- Dustpan and brushqty 4
- Mop headsqty 3
- Bucketsqty 4
- Cleaning clothsqty 20
- Hand soap dispensersqty 4
- Disinfectant gelqty 6
- Toilet brushesqty 3
Catering
- Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 10 bottles
- Still mineral water - 20 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sports drink - 48 bottles
- Bananas - 8 kilograms
- Apples - 8 kilograms
- Grapes - 5 kilograms
- Oranges - 6 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 12 pieces
- Lettuce - 6 heads
- Whole wheat baguettes - 12 pieces
- White baguettes - 12 pieces
- Wholemeal wraps - 8 packs
- Mini rolls - 150 pieces
- Whole grain crackers - 6 packs
- Unsalted butter - 2 kilograms
- Margarine - 2 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 2 kilograms
- Ham - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 2 bottles
- Herb cream cheese - 1 kilogram
- Chicken breast - 6 kilograms
- Vegetarian burgers - 40 pieces
- Burger buns - 160 pieces
- Hot dog buns - 100 pieces
- Beef cocktail sausages - 100 pieces
- Veggie hot dogs - 30 pieces
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Green salad - 5 kilograms
- Fried onions - 4 bags
- Pickles - 4 jars
- Chives - 6 bunches
- Parsley - 6 bunches
- Basil - 4 bunches
- Paprika powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Garlic powder - 1 jar
- Olive oil - 2 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salted peanuts - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 150 pieces
- Cookies - 10 packs
- Gluten-free crackers - 3 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 20 pieces
- Ice cubes - 20 kilograms
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Trash bags - 100 pieces
- Compostable bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Paper towels - 8 packs
- Bandages - 4 boxes
- Cold compresses - 12 pieces
- Disposable gloves - 4 boxes
Tips
- Count equipment by activity before shopping: plan at least one ball or set of gear for each active group, plus spare balls for busy football, basketball and volleyball sessions.
- Provide one water station for every 50 participants, with refillable water crates or an equivalent supply. Put cups or bottles beside the station rather than leaving them in storage.
- Set aside one table for registration and another for snacks. Cover both with tablecloths, and keep storage crates underneath so spare equipment and supplies stay off the playing area.
- Pack one whistle and stopwatch for each sports supervisor who is running a timed activity. Add scoreboards, bib numbers and marker discs before the equipment is loaded.
- Do not leave weather items until the last day: check party tents, folding chairs and gym mats at least 48 hours before the event, and prepare the indoor backup equipment at the same time.
Frequently asked questions
- What equipment do I need for an open sports day?
- For a multi-sport day, prepare the equipment for every selected section, including balls, rackets, sticks, cones, hoops, hurdles, skipping ropes and gym mats. Check the final activity plan at least 7 days before shopping so missing items can still be borrowed or hired.
- How much water do I need for an open sports day?
- Allow about 1.5 to 2 litres of drinking water per participant for a full outdoor day, with extra water available in warm weather. Set up the water crates before the first activity and refill them during every break.
- How many chairs and tables should I bring?
- Provide one chair for roughly every 3 participants if seating is mainly for breaks, plus tables for registration, snacks and equipment. Confirm the count 48 hours before the event, when the registration total is more reliable.
- What should I prepare if it rains on sports day?
- Have party tents, indoor space and a shortened backup programme ready at least 24 hours before the start. Move weather-sensitive equipment indoors, and keep signs, scoreboards, first-aid supplies and participant lists in dry storage.
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