What to buy for an open tournament
An open tournament needs more than match balls and prizes. You also need a practical reception setup, reliable scoring equipment, refreshments, serving items and power for the day. Start with the number of registered players, teams and matches, then check what is already available before shopping. Plan drinks and snacks for the full event, not just the opening round, and arrange anything that must be chilled, printed or charged at least one day ahead.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 70
- Party tentsqty 2
- Folding counter
Sports equipment
- Match ballsqty 20
- Match netsqty 4
- Conesqty 24
- Field markingsqty 8
- Scoreboardsqty 8
- Whistlesqty 8
- Stopwatchesqty 6
- Training bibsqty 30
- First aid kit
Equipment
- Speaker
- Microphone
- Extension cordsqty 4
- Power stripsqty 4
- Coolersqty 4
- Coffee machinesqty 2
- Kettlesqty 2
Lighting
- Outdoor lightsqty 6
- String lightsqty 4
Tableware
- Reusable drinking cupsqty 100
- Reusable platesqty 80
- Cutlery setsqty 80
- Coffee cupsqty 50
- Tea glassesqty 50
Kitchen
- Thermos flasksqty 4
- Serving traysqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Pliersqty 4
Decorations
- Competition postersqty 8
- Directional signsqty 10
- Tableclothsqty 8
- Prizes and trophiesqty 6
Cleaning
- Waste binsqty 8
- Dustpan and brushqty 2
- Mopsqty 2
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling water - 6 bottles
- Still water - 12 bottles
- Alcohol-free beer - 2 crates
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Party nuts - 3 bags
- Snack mix - 3 bags
- Mini sandwiches - 100 pieces
- Young cheese - 2 kilos
- Back ham - 1 kilo
- Chicken breast slices - 1 kilo
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Cookies - 6 packs
- Muesli bars - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
Tips
- Count one match ball per active field, plus at least one spare for the tournament. Check the nets, cones, field markings and scoreboards together before buying replacements.
- Allow two to three drinks per participant for the first hour, then one per person per hour afterwards. Add extra water for referees, volunteers and warm weather.
- Plan reusable drinking cups, plates and cutlery for every participant, volunteer and referee, with about 10% extra. Coffee cups and tea glasses are easy to miss when the catering table is set up.
- If the reception desk and catering table are outdoors, arrange party tents, tables, chairs and a folding counter before the event day. Check extension cords, power strips and outdoor lights together if coffee machines, kettles or a speaker need electricity.
- Keep the first aid kit at the reception desk and place whistles, stopwatches, training bibs and printed match forms where referees can collect them quickly. Chill drinks the day before and prepare serving trays and cutting boards before snacks are put out.
Frequently asked questions
- How many drinks do I need for an open tournament?
- Budget for two to three drinks per participant during the first hour, followed by one drink per person per hour. Include referees and volunteers in the calculation and add around 10% extra for unexpected demand.
- What sports equipment is needed for an open tournament?
- For each active field, prepare a match ball, net, cones, field markings and scoreboard, plus whistles and stopwatches for referees. Keep at least one spare ball and a first aid kit on site.
- When should I buy supplies for an open tournament?
- Buy durable equipment and tableware at least one week before the tournament. Do the final shopping for drinks and snacks two to three days beforehand, then chill drinks and check the complete list the day before.
- How many cups and plates should I bring to an open tournament?
- Bring one reusable cup, plate and cutlery set per expected guest, referee and volunteer, plus 10% extra. Coffee cups and tea glasses should be counted separately from drinking cups.
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