Season Closing Shopping List

A season closing usually combines sports, a shared meal and a short awards moment, so the shopping list needs to cover more than food and drinks. Plan seating, serving equipment, coolers, barbecue supplies and weather protection alongside the sports gear. Check participant numbers after registration closes, then buy or collect supplies with enough time to chill drinks and prepare the buffet. This list also helps prevent common last-minute gaps, such as missing power leads, serving utensils or prizes.

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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 70
Buffet tablesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable cupsqty 100
Cutlery setsqty 80
Small bowlsqty 12
Serving spoonsqty 8
Pliersqty 6

Equipment

Barbecuesqty 2
Portable speakersqty 2
Wireless microphone
Coffee maker
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Footballsqty 6
Training bibsqty 30
Conesqty 40
Whistlesqty 6
Scoreboardsqty 4
Medal or prize setsqty 12

Decorations

Club flagsqty 8
Seasonal bannerqty 2
Balloonsqty 100
Tableclothsqty 8
Barrier tapeqty 2
Directional signsqty 8

Lighting

String lightsqty 4
Outdoor lightsqty 4

Cleaning

Broomqty 3
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries
- Beef burgers - 40 pieces
- Chicken skewers - 40 pieces
- Sausages - 40 pieces
- Vegetarian burgers - 15 pieces
- Hamburger buns - 50 pieces
- Pistolets - 30 pieces
- Cheddar slices - 2 packs
- Iceberg lettuce - 4 heads
- Tomatoes - 3 kilos
- Cucumbers - 4 pieces
- Onions - 2 kilos
- Bell peppers - 2 kilos
- Mushrooms - 1.5 kilos
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 2 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 3 bags
- Apples - 4 kilos
- Grapes - 3 kilos
- Bananas - 3 kilos
- Cookies - 5 packs
- Ice cream - 6 tubs
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 48 bottles
- Lemonade syrup - 3 bottles
- Apple juice - 6 packs
- Non-alcoholic beer - 24 bottles
- Beer - 96 cans
- White wine - 6 bottles
- Coffee - 2 packs
- Tea - 3 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Ice cubes - 10 kilos
- Charcoal - 3 bags
- Firelighters - 2 packs
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Count reusable plates, bowls, cups and cutlery against the final participant list, then add at least 10% extra for breakages, seconds and late additions. Keep small bowls and serving spoons available for sauces, toppings and snacks.
For the first hour, allow roughly 2 to 3 drinks per person, then adjust the total for the rest of the programme. Chill drinks in coolers before participants arrive and keep a separate supply of water available throughout the sports activities.
Match barbecue and buffet supplies to the confirmed headcount, including tablecloths, tongs and waste bins. Put dietary requirements beside the relevant dishes before shopping so special food is not overlooked during setup.
Bring one party tent or another covered area for the buffet and seating if rain is possible, and check the forecast no later than the day before. Pack extension cords and power strips with the coffee maker, kettles, speakers and microphone rather than searching for them during setup.
Prepare prizes, medal or prize sets and thank-you gifts before the event day, and bring a few spare items for unexpected awards. Pack the sports equipment together: footballs, training bibs, cones, whistles and scoreboards should be checked before the fields are set up.

Frequently asked questions

How many drinks do I need for a season closing?: Plan on 2 to 3 drinks per person for the first hour, then add enough for the remaining programme and meal. Buy or collect the drinks at least 1 day in advance so chilled products can be stored properly.
How much tableware should I buy for a season closing?: Provide one plate, bowl, cup and cutlery set per participant, plus around 10% extra. For 40 people, that means at least 44 of each reusable item where practical.
When should I buy food and drinks for a season closing?: Buy shelf-stable food, disposable backup supplies and decorations 2 to 3 days before the event. Get chilled products as close to the event as possible, then store them in coolers or refrigeration until the buffet is set out.
What should I bring if rain is forecast for the season closing?: Arrange covered space for the buffet, tables and chairs, and confirm it no later than the day before. Also pack table covers, waste bins and safe extension-cord routes so wet weather does not disrupt serving or music.

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