What you need for an Outdoor Play Day

Planning an Outdoor Play Day means buying more than balls and cones. You’ll need equipment for several activities, shaded areas, registration, seating, water play and clear boundaries. This shopping list helps you check the practical items before guests arrive, including supplies that are often booked or collected too late. Match quantities to your attendance, then confirm rentals, toilets, first aid and weather cover before the event date.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Picnic tablesqty 4
Beer table setsqty 4
Registration desk
Stoolsqty 8
Crowd control barriersqty 12
High tablesqty 4

Sports equipment

Footballsqty 8
Basketballsqty 4
Handballsqty 6
Korfball postsqty 2
Conesqty 30
Hoopsqty 20
Skipping ropesqty 15
Relay batonsqty 12
Bean bagsqty 30
Tennis ballsqty 24
Softballsqty 12
Frisbeesqty 10
Pogo ballsqty 8
Parachute cloth
Inflatable bouncy castle
Water tubsqty 4
Water gunsqty 20
Sponge ballsqty 30
Tug of war ropeqty 2
Blindfoldsqty 12
Sports vestsqty 30
Starting whistlesqty 6
Stopwatchesqty 4
Measuring tapesqty 3
Sidewalk chalkqty 20
Bubble solutionqty 12
Wooden game blocks
Treasure chest
Craft tablesqty 3
Craft chairsqty 12
Plastic binsqty 12
Low conesqty 20

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Measuring cupsqty 4
Serving spoonsqty 8
Serving traysqty 6
Kettlesqty 3
Coffee machinesqty 2
Tableclothsqty 10

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 16
Mobile phone chargersqty 4
Hand trucksqty 2
Toolboxesqty 2
Herringqty 40
Rubber malletsqty 4

Decorations

Buntingqty 12
Balloonsqty 150
Balloon ribbonqty 3
Directional signsqty 12
Program boardsqty 4
Chalkboardsqty 4
Markersqty 24
Wristbandsqty 150
Prizesqty 40
Name stickersqty 180

Lighting

LED light stringsqty 6
LED lampsqty 8
Extension cords for lightingqty 4

Cleaning

Waste binsqty 12
Hand broomsqty 4
Eye-catchersqty 4
Bucketsqty 6
Spongesqty 12
Microfiber clothsqty 20
Washing-up bowlsqty 3
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6
Toilet brushesqty 3
Rubber glovesqty 12
Paper towel dispensersqty 4

Safety

First aid kitsqty 2
Fever thermometersqty 2
Safety vestsqty 12
Flashlightsqty 6
Fire extinguishersqty 2
Emergency blanketsqty 6

Catering

Groceries
- Whole wheat bread - 12 loaves
- White candy dots - 120 pieces
- Wholemeal rolls - 60 pieces
- Herb butter - 2 tubs
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast - 2 kilogram
- Cream cheese - 8 tubs
- Hummus - 8 tubs
- Peanut butter - 4 jars
- Apple syrup - 3 jars
- Strawberry jam - 4 jars
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Bell peppers - 20 pieces
- Lettuce - 6 heads
- Apples - 12 kilograms
- Bananas - 10 kilograms
- Grapes - 6 kilograms
- Watermelons - 4 pieces
- Mandarins - 8 kilograms
- Raisins - 3 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Popcorn - 6 bags
- Rice cakes - 8 packs
- Muesli bars - 120 pieces
- Cookies - 10 packs
- Mini ice pops - 150 pieces
- Vanilla ice cream - 6 liters
- Chocolate sauce - 3 bottles
- Whipped cream - 12 aerosol cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Multivitamin juice - 8 cartons
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Fruit syrup - 4 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 3 boxes
- Children's tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Mustard - 3 jars
- Barbecue sauce - 3 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Pancake mix - 6 kilogram
- Eggs - 10 cartons
- Water - 20 liter
- Ice cubes - 12 bags
- Wooden popsicle sticks - 200 pieces
- Paper straws - 200 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Compostable bags - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Liquid hand soap - 6 bottles
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes
- Bandages - 4 boxes
- Wound gauze - 4 packs
- Sports tape - 6 rolls
- Cold compresses - 12 pieces

Tips

Plan one activity station for every 15 to 20 participants so children are not waiting too long. For each station, prepare the main equipment plus at least 10% extra balls, cones or markers.
Provide one shaded seating or rest area for every 25 to 30 people. Party tents, folding tables and chairs are easy to overlook, especially when the forecast looks mild several days in advance.
Set up a registration table near the entrance with printed attendee details, emergency contacts, dietary information and pens. Have at least two volunteers there during the first 30 minutes.
For water games, prepare one water tub for roughly 10 to 15 children and keep spare towels, refill containers and a dry change area nearby. Water guns and sponge balls usually need more refills than expected.
Buy or reserve boundary and safety items before ordering extra games. Cones, sports bibs, barriers, blindfolds and a first-aid point make the activity layout easier to supervise.

Frequently asked questions

What equipment do I need for an Outdoor Play Day?: Plan a mix of balls, cones, hoops, skipping ropes, relay batons, bean bags and sports bibs. Add activity-specific items such as footballs, basketballs, frisbees, tug-of-war rope or a parachute, plus tents, tables and seating.
How many sports balls do I need for an outdoor play day?: For a group of 20 to 30 children, start with 6 to 10 balls spread across the activities, rather than one ball per child. Add around 10% spare equipment because balls are easily lost or damaged outdoors.
How many party tents are needed for an Outdoor Play Day?: Allow enough covered space for about 25 to 30 people per tent, depending on its size and whether tables are underneath. Arrange the tents at least 1 to 2 weeks ahead, and confirm the setup plan after checking the weather forecast.
What should I prepare for water games at an outdoor play day?: Prepare water tubs, water guns, sponge balls, refill containers and a clearly marked wet-play area. Set up the water station at least 30 minutes before the start and keep towels, dry clothes and a non-slip route available.

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