What to Buy for a Sports Day

A sports day needs more than balls and a field. You also need enough team bibs, score sheets, drinks, shade, seating and equipment for several activities running at once. Use this shopping list to check the sports gear, event furniture and practical supplies before shopping. Buy chilled drinks as close to the event as possible, and allow time to sort team equipment, prizes and printed match materials before participants arrive.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Tableclothsqty 10

Sports equipment

Footballsqty 8
Volleyballsqty 6
Basketballsqty 6
Dodgeballsqty 8
Tennis ballsqty 20
Relay batonsqty 8
Conesqty 40
Marker discsqty 40
Hoopsqty 12
Skipping ropesqty 12
Obstaclesqty 8
Mini Soccer Goalsqty 4
Volleyball netsqty 2
Basketball hoopsqty 2
Field marking tapeqty 8
Team bibsqty 80
Whistlesqty 12
Stopwatchesqty 8
Scoreboardsqty 8
Medal ribbonsqty 30

Equipment

Megaphonesqty 2
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 4
Handheld microphone

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Decorations

Start and finish bannersqty 2
Directional signsqty 12
Team flagsqty 12
Table numbersqty 12
Balloonsqty 100
Balloon weightsqty 8
Barrier tapeqty 4
Cable tiesqty 100

Cleaning

Waste binsqty 10
Litter pickersqty 3
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Ice packsqty 8
Emergency blanketsqty 4
Flashlightsqty 4

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Coffee creamer - 4 packs
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Lemon tea - 1 box
- Ice cubes - 12 bags
- Sports drink - 48 bottles
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Whole grain rolls - 80 pieces
- Bread rolls - 60 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 8 tubs
- Peanut butter - 3 jars
- Jam - 3 jars
- Butter - 2 kilos
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 12
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Carrots - 6 kilo
- Cherry tomatoes - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa sauce - 6 jars
- Muesli bars - 120 pieces
- Currant buns - 80 pieces
- Mini cookies - 100 pieces
- Yogurt drink - 60 bottles
- Vegetarian wraps - 30 pieces
- Falafel - 3 kilos
- Vegan cheese - 1 kilo
- Gluten-free sandwiches - 12 pieces
- Mayonnaise - 2 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Pepper - 1 can
- Salt - 1 tin
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 2 boxes
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Cleaning wipes - 6 packs
- All-purpose cleaner - 3 bottles
- Trash bags - 120 pieces
- Paper towels - 6 packs
- Bandages - 3 boxes
- Gauze bandages - 2 boxes
- Sports tape - 6 rolls
- Disinfectant - 2 bottles
- Sunscreen - 8 bottles

Tips

Plan one ball for each active game plus at least two spare balls. For a multi-sport day, check footballs, volleyballs, basketballs, dodgeballs and tennis balls separately rather than assuming one shared set will cover every activity.
Prepare one team bib for every participant, plus 10% extra for late changes or damaged bibs. Sort the bibs into team bundles before the event so game hosts can hand them out quickly.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep chilled products in coolers and bring enough cups or bottles for volunteers as well as players.
Use one stopwatch and whistle for each field running at the same time, with one spare of each. Mark boundaries before the first match using cones, marker discs and field marking tape so teams do not wait for setup.
Bring enough tables and chairs for registration, scoring and food service, not just for spectators. Put tents, extension cords and power strips on the checklist at least one day before, especially if the indoor backup program uses speakers or a megaphone.

Frequently asked questions

How many drinks do I need for a sports day?: Plan two to three drinks per person for the first hour, followed by one drink per person for every additional hour. Add extra water for hot weather and volunteers working throughout the day.
How many sports balls should I buy for a sports day?: Allow one ball for each game taking place at the same time, plus two spare balls per sport. If football, volleyball and basketball run simultaneously, prepare at least one usable ball for each active court or field and keep backups nearby.
How many team bibs do I need for a sports day?: Prepare one bib per registered participant and add 10% extra for changes, loss or damage. Sort them by team before the event rather than distributing mixed sizes from one box.
When should I buy drinks and chilled products for a sports day?: Buy shelf-stable drinks and supplies several days ahead, then collect chilled products on the day before or the morning of the event. Load coolers shortly before participants arrive so drinks stay cold during setup.

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