What you need for a promotional match

A promotional match needs more than balls and a marked field. Plan purchases for players, officials, spectators and the people serving drinks and snacks, then check what can be reused or borrowed. Drinks should be chilled before guests arrive, while cups, plates, serving tools and waste bins need to be ready at each service point. This list also covers practical match-day items such as spare balls, cones, extension cords and rechargeable work lights.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 6
Changing room benchesqty 6
Clothes racksqty 2
Crowd control barriersqty 12
Waste binsqty 8

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 40
Serving plattersqty 12
Serving spoonsqty 8
Carafesqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bread basketsqty 6
Coolersqty 6
Thermos flasksqty 4
Kettlesqty 2

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Rechargeable work lightsqty 4

Sports equipment

Match ballsqty 6
Spare ballsqty 4
Conesqty 30
Training bibsqty 24
Goal netsqty 2
Corner flagsqty 4
Whistlesqty 3
Game clocksqty 2
Scoreboard
Field marking cart
Field marking pinsqty 20
Referee cardsqty 2
Captain's armbandsqty 4
Water jugsqty 24
Water bottle cratesqty 4
Bags for match ballsqty 2

Decorations

Club flagsqty 12
Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 4
Welcome sign
Directional signsqty 10
Tableclothsqty 8
Prizesqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Alcohol-free beer - 4 crates
- Beer - 8 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Ice cubes - 12 bags
- Sandwiches - 120 pieces
- Baguettes - 8 pieces
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Snack nuts - 6 bags
- Popcorn - 5 bags
- Cookies - 8 packs
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 5 kilograms
- Muesli bars - 50 pieces
- Chocolate bars - 40 pieces
- Vegetarian burgers - 30 pieces
- Hamburgers - 90 pieces
- Hot dogs - 80 pieces
- Hot dog buns - 80 pieces
- Onions - 3 kilograms
- Pickles - 4 jars
- Fry sauce - 3 bottles
- Barbecue sauce - 2 bottles
- Cooking oil - 5 liter
- Salt - 2 packs
- Pepper - 1 jar
- Spice mix - 3 bags
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Trash bags - 60 pieces
- Disinfectant wipes - 4 packs
- Paper towels - 8 packs
- Bandages - 2 boxes
- Disinfectant - 2 bottles
- Pens - 20 pieces
- Tape - 6 rolls
- Wristbands - 250 pieces
- Match forms - 30 pieces

Cleaning

Broom setsqty 3
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Lighting

LED light stringsqty 6
Outdoor lightsqty 4

Tips

Allow 2–3 drinks per person for the first hour, then about 1 drink per person per additional hour. Keep a separate supply of water for players and officials.
Buy or reserve at least 2 spare match balls in addition to the match balls in use. Cones are useful for warm-ups, queues and marking areas around the field.
Plan one reusable cup per guest plus a 10–15% reserve. For food service, count one plate, cutlery set and napkin per portion, then add extra serving spoons and platters for shared snacks.
Set up at least one waste bin near the food and drink area and another near the grandstand or entrance. Crowd control barriers should arrive before spectators, not after the first teams do.
Check power needs at least 48 hours before the match. Count every speaker, microphone, mixer, kettle and cooler, then add extension cords, power strips and rechargeable work lights where needed.

Frequently asked questions

How many drinks do I need for a promotional match?: Budget 2–3 drinks per person for the first hour and 1 drink per person for every following hour. Add extra water for players, referees and staff, especially in warm weather.
How many reusable cups should I buy for a match?: Plan 1 cup per guest and add a 10–15% reserve for loss, spills and people returning for another drink. If cups are washed and reused during the event, 1 cup per person may be enough, provided washing is organised.
When should I chill the drinks for the promotional match?: Move drinks into coolers or refrigerators at least 6 hours before serving. For a large quantity, start the evening before so everything is cold when spectators arrive.
What match equipment should I bring besides the match balls?: Bring at least 2 spare balls, cones, extension cords, power strips and rechargeable work lights where required. Check the equipment and reservations at least 48 hours before match day.

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