What you need for a rugby tournament

A rugby tournament needs more than balls and goalposts. You’ll need equipment for marking the pitch, running matches, managing teams, serving food and keeping players hydrated throughout the day. Plan refreshments around the number of players, staff and volunteers, then add spare items for equipment that fails or gets misplaced. Use this list alongside the tournament schedule so everything is ready before the first match.

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What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 40
Changing room benchesqty 12

Sports equipment

Rugby ballsqty 12
Conesqty 60
Field marking tapeqty 4
Field markersqty 2
Goalpostsqty 4
Flagpolesqty 12
Training bibsqty 40
Whistlesqty 8
Stopwatchesqty 4
Ball pumpqty 2
Spare valvesqty 20

Equipment

Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Mobile phone chargersqty 4
Megaphone
Coolersqty 6
Food warmersqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Pliersqty 4
Thermos flasksqty 4
Kettlesqty 2

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Coffee - 5 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee biscuits - 6 packs
- Sandwiches - 180 pieces
- Butter - 4 tubs
- Young cheese - 4 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 12 tubs
- Egg salad - 8 tubs
- Lettuce - 8 heads
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Bell peppers - 3 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Muesli bars - 120 pieces
- Vegetarian sandwiches - 30 pieces
- Gluten-free sandwiches - 12 pieces
- Ice cubes - 20 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Safety

First aid kitsqty 2
Cold packsqty 20
Athletic tapeqty 12
Disposable glovesqty 100

Decorations

Tournament banner
Team table numbersqty 8
Directional signsqty 8

Office

Competition formsqty 100
Clipboardsqty 8
Ballpoint pensqty 24
Waterproof markersqty 12
Tapeqty 6
Price listsqty 8
Medalsqty 120
Winner's cupsqty 3

Tips

Prepare at least two match balls per active pitch, plus a ball pump and spare valves. Inflate and check every ball before teams arrive, rather than discovering a problem at kickoff.
Bring enough cones and field markers to outline each pitch and the tournament desk area. Keep field marking tape available for repairs if lines become unclear during the day.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Use coolers and reusable cups, and keep extra water accessible away from the main desk.
Set aside one whistle and one stopwatch for every referee or match official, with at least one spare of each. Power banks and phone chargers help volunteers stay reachable when the schedule changes.
Match seating and shelter to the expected crowd, not just the teams. Party tents, folding tables, chairs and changing-room benches should be ready before registration opens, especially if rain is forecast.

Frequently asked questions

How many rugby balls do I need for a tournament?: Plan on two match balls per active pitch, plus at least one spare ball for the tournament desk. For two pitches, that means five balls is a practical minimum; bring a pump and spare valves as well.
How much water and food should I buy for a rugby tournament?: Budget two to three drinks per person for the first hour and one more per person for every additional hour. For food, count every registered player, official and volunteer, then add 10% so late arrivals and larger portions do not leave you short.
What equipment does each rugby referee need?: Give each referee a whistle and a stopwatch, and keep one spare set at the tournament desk. If several matches run at once, prepare one complete set per active pitch rather than sharing equipment between fields.
When should I buy tournament supplies?: Order prizes, medals and any hired furniture at least two weeks before the tournament. Buy perishable food one to two days before the event, then pack equipment and serving supplies in labelled boxes the day before.

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