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What to Buy for a Sports Day

A sports day needs more than balls and cones. Plan drinks for active participants, easy snacks between matches, serving items, shade, and equipment for scoring and timing. This shopping list also covers the items that are often forgotten until setup begins, such as field marking tape, spare extension cords, reusable cups, and water containers. Check quantities against your registration list before shopping, then chill drinks and group equipment by activity on the day.

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What to bring

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

Furniture

  • Party tentsqty 2
  • Foldable tablesqty 6
  • Folding chairsqty 50
  • Registration desk

Sports equipment

  • Footballsqty 4
  • Basketballsqty 4
  • Volleyballqty 3
  • Handballsqty 4
  • Tennis ballsqty 20
  • Conesqty 40
  • Vestsqty 50
  • Hoopsqty 12
  • Skipping ropesqty 12
  • Relay batonsqty 8
  • Frisbeesqty 6
  • Starting whistlesqty 6
  • Scoreboardsqty 6
  • Measuring tapesqty 3
  • Stopwatchesqty 6
  • Field marking tapeqty 6
  • Play netsqty 2
  • Water jerry cansqty 4
  • First aid kit

Equipment

  • Sound system
  • Microphone
  • Extension cordsqty 3
  • Power stripsqty 3

Tableware

  • Reusable cupsqty 80
  • Reusable platesqty 60
  • Reusable cutleryqty 80

Kitchen

  • Coolersqty 4
  • Thermos flasksqty 4
  • Serving spoonsqty 6
  • Cutting boardsqty 3
  • Kitchen knivesqty 4
  • Serving traysqty 6

Decorations

  • Buntingqty 6
  • Team color cardsqty 8

Lighting

  • LED lampsqty 6

Cleaning

  • Waste binsqty 6
  • Hand broomsqty 3
  • Dustpan and brushqty 2
  • Mopsqty 2
  • Bucketsqty 3

Catering

  • Groceries
    • Water - 80 bottles
    • Cola - 8 bottles
    • Cola Zero - 6 bottles
    • Sinas - 6 bottles
    • Iced tea - 6 bottles
    • Apple juice - 4 packs
    • Coffee - 3 packs
    • Tea - 2 boxes
    • Milk - 6 liters
    • Sugar - 1 kilo
    • Mints - 1 box
    • Apples - 50 pieces
    • Bananas - 40 pieces
    • Grapes - 5 kilos
    • Cucumbers - 8 pieces
    • Carrots - 4 kilos
    • Paprika chips - 8 bags
    • Plain chips - 8 bags
    • Snacks - 6 bags
    • Muesli bars - 60 pieces
    • Currant buns - 60 pieces
    • Whole grain bread - 8 loaves
    • White rolls - 60 pieces
    • Chicken breast slices - 2 kilos
    • Young cheese - 2 kilos
    • Hummus - 1.5 kilos
    • Peanut butter - 2 jars
    • Jam - 2 jars
    • Halal chicken burgers - 30 pieces
    • Vegetarian burgers - 20 pieces
    • Hamburger buns - 60 pieces
    • Lettuce - 6 heads
    • Tomatoes - 3 kilos
    • Cucumbers - 3 kilos
    • Onions - 2 kilos
    • Ketchup - 3 bottles
    • Mayonnaise - 3 bottles
    • Mustard - 2 bottles
    • Barbecue sauce - 2 bottles
    • Olive oil - 1 bottle
    • Salt - 1 pack
    • Pepper - 1 shaker
    • Spice mix - 2 bags
    • Ice cubes - 10 bags
    • Aluminum foil - 2 rolls
    • Cling film - 2 rolls
    • Paper towels - 8 rolls
    • Napkins - 200 pieces
    • Trash bags - 50 pieces
    • Dish soap - 2 bottles
    • Sponges - 6 pieces
    • Hand soap - 4 bottles
    • Hand gel - 4 bottles
    • Toilet paper - 24 rolls
    • Bandages - 2 boxes
    • Disinfectant wipes - 4 packs
    • Cold packs - 6 pcs
    • Disposable gloves - 2 boxes
    • Medals - 20 pieces
    • Winner cups - 3 pieces

Tips

  • Allow around 1 litre of water per participant for a half-day sports event, and add extra water for hot weather. Use water jerry cans at the field instead of relying on one table or indoor tap.
  • Buy roughly 2 snack portions per person for a half-day event, with fruit and easy-to-eat options that do not require plates or cutlery during matches. Check dietary requirements before finalising quantities.
  • Plan at least 1 reusable cup per participant, plus 10% extra for replacements or misplaced cups. Reusable plates and cutlery are mainly needed for food served at the registration or refreshment tables.
  • Match equipment to the programme before buying anything: provide one ball for each active game area, and prepare spare balls where games run simultaneously. Count cones, vests, whistles, stopwatches, and scoreboards by section rather than putting everything in one box.
  • Buy or bring setup supplies before event morning, especially field marking tape, extension cords, power strips, and first aid restocking items. Test the sound system and microphone before participants arrive, and keep cables away from playing areas.

Frequently asked questions

How much water do I need for a sports day?
Plan for about 1 litre of water per participant for a half-day event, or 2 litres for a full day. Add at least 25% extra in hot weather and place water at more than one station.
How many snacks should I buy for a sports day?
Allow 2 snack portions per person for a half-day sports day and 3 to 4 portions for a full day. Buy extra fruit or snacks for unexpected participants and delays between matches.
What sports equipment is needed for a sports day?
Buy or prepare the equipment required by each activity: balls, cones, vests, whistles, scoreboards, stopwatches, measuring tapes, and any hoops, nets, ropes, batons, or frisbees in the programme. Check the schedule at least 2 days before the event so simultaneous activities have separate equipment.
What do people often forget for a sports day?
Commonly missed items include field marking tape, spare balls, water containers, reusable cups, extension cords, power strips, and first aid supplies. Do a final equipment and shopping check 24 to 48 hours before setup.

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