What you need for a six-event staff party
A six-event staff party needs more than food and drinks. You will also need clearly separated game equipment, team bibs, scorekeeping supplies and weather protection so six disciplines can run without delays. Plan reusable tableware for the meal, extra cups for water games, and waterproof storage for score sheets. Buy or collect everything at least one day before the event, then divide the equipment by discipline before setup.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Tablesqty 8
- Chairsqty 60
- Buffet tablesqty 3
- Bar mat
Sports equipment
- Conesqty 40
- Marking linesqty 12
- Relay batonsqty 6
- Tug of war rope
- Water tubsqty 6
- Spongesqty 30
- Bucketsqty 12
- Plastic cups for the gameqty 60
- Ballsqty 12
- Hoopsqty 12
- Blindfoldsqty 6
- Cratesqty 12
- Tarp sheetsqty 6
- Team bibsqty 60
- Stopwatchesqty 6
- Whistlesqty 6
- Waterproof scoreboardsqty 6
- Plastic tarpqty 2
- Rubber matsqty 6
Tableware
- Reusable drinking glassesqty 80
- Reusable platesqty 80
- Reusable cutleryqty 80
- Coffee cupsqty 60
- Serving plattersqty 12
- Serving spoonsqty 6
Kitchen
- Coolersqty 4
- Thermos flasksqty 4
- Coffee machinesqty 2
- Food warmersqty 4
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Pliersqty 6
Equipment
- Sound system
- Microphoneqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Rechargeable lampsqty 6
Decorations
- Team flagsqty 6
- Start and finish ribbonqty 2
- Tableclothsqty 8
- Wayfinding signsqty 8
- Prizesqty 6
- Medalsqty 60
Cleaning
- Waste binsqty 6
- Dustpan and brushqty 2
- Broomqty 2
- Mopqty 2
- Buckets for cleaningqty 2
Catering
- Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Stirrers - 100 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 2 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Mineral water for the game - 12 bottles
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Mixed green salad - 6 bags
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Red onions - 1 kilo
- Corn - 6 cans
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Chicken satay - 5 kilos
- Vegetarian skewers - 3 kilo
- Hamburgers - 70 pieces
- Vegetarian burgers - 20 pieces
- Burger buns - 100 pieces
- Herbs - 4 pots
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Peanuts - 3 bags
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Cookies - 6 packs
- Brownies - 60
- Veggie toppings - 2 packages
- Gluten-free rolls - 6 pieces
- Lactose-free sauce - 2 bottles
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Nitrile gloves - 2 boxes
Tips
- Plan drinks by time, not just by headcount: allow two to three drinks per person for the first hour, then about one per person per hour. Add extra water for the relay, sponge and bucket games.
- Pack each discipline in its own crate or bag, with small items such as whistles, stopwatches, blindfolds and balls together. This prevents a missing item from stopping the schedule.
- Bring more team bibs than the exact team count—two spare bibs is a practical minimum. Keep the colours or labels visible so team assignments can be communicated quickly.
- For outdoor games, take waterproof scoreboards and protect spare score sheets in a plastic bag or covered crate. Paper left on a wet table can become unusable within minutes.
- Set aside reusable plates, cutlery, glasses, coffee cups and serving utensils before shopping for food. For a buffet, allow at least one plate, fork, knife, spoon and drinking glass per guest, plus 10% spare.
Frequently asked questions
- What should I buy for a six-event staff party?
- Buy food, drinks, ice or cooling supplies, and enough reusable tableware for every guest plus 10% spare. You also need game equipment such as cones, relay batons, ropes, tubs, sponges, buckets, balls, hoops, blindfolds, crates, mats and team bibs, depending on the six disciplines.
- How many cups and plates do I need for a staff party?
- Plan one plate and one complete set of cutlery per guest, then add 10% spare. For drinks, provide at least two reusable glasses per guest if people will move between the buffet, games and seating area.
- When should I buy the supplies for the staff party?
- Buy non-perishable food, tableware and game supplies three to five days beforehand. Get fresh food and ice on the day before or on the morning of the party, and check the complete shopping list before leaving.
- What equipment is easy to forget for outdoor staff games?
- Teams often forget scoreboards, stopwatches, whistles, marking lines and spare team bibs. Pack these at least one day ahead, and keep waterproof covers, rubber mats and a plastic tarp ready if the forecast shows rain.
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