Sports Day Shopping List

A sports day needs more than balls and cones. You also need clear team markers, timing equipment, scorekeeping supplies, shade, seating and a reliable setup for drinks and food. Use the confirmed participant count and program to decide how many items to buy or hire. Check equipment at least one week before the event, then shop for food, drinks and disposable supplies two to three days ahead so nothing is missing on the morning.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Buffet tablesqty 4
Tableclothqty 12

Sports equipment

Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Handballsqty 6
Tennis ballsqty 30
Soft ballsqty 20
Frisbeesqty 12
Skipping ropesqty 20
Relay batonsqty 12
Hurdlesqty 12
Conesqty 60
Marker conesqty 120
Field linesqty 8
Netsqty 3
Starting blocksqty 8
Gym matsqty 12
Crash matsqty 6
Stopwatchesqty 8
Measuring tapesqty 4
Scoreboardsqty 6
Whistlesqty 10
Team bibsqty 120
First aid kitqty 2
Cold packsqty 12
Sunscreenqty 8
Drinking water bottlesqty 150

Equipment

Megaphone
Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 6

Tableware

Reusable cupsqty 180
Reusable platesqty 150
Reusable cutleryqty 180
Serving plattersqty 12
Pitcherqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Tongs and serving spoonsqty 12
Aluminum foilqty 2
Cling filmqty 2

Catering

Water coolersqty 4
Drink dispensersqty 4
Coolersqty 3
Sealable storage binsqty 12
Groceries
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Wholegrain rolls - 80 pieces
- Wraps - 60 pieces
- Butter - 4 packs
- Young cheese - 5 kilogram
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast - 3 kilograms
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Peanut butter - 4 jars
- Jam - 4 jars
- Cucumber - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Bell peppers - 3 kilograms
- Carrots - 4 kilograms
- Apples - 150 pieces
- Bananas - 120 pieces
- Grapes - 8 kilograms
- Mandarins - 100 pieces
- Muesli bars - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Pasta salad - 12 kilograms
- Potato salad - 8 kilograms
- Vegetarian burgers - 40 pieces
- Hamburgers - 100 pieces
- Hamburger buns - 140 pieces
- Vegetarian hot dogs - 40 pieces
- Hot dogs - 100 pieces
- Hot dog buns - 140 pieces
- Fried onions - 4 bags
- Pickles - 4 jars
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Spa Blauw - 30 bottles
- Sparkling water - 12 bottles
- Sports drink - 24 bottles
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 3 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Herb salt - 2 jars
- Black pepper - 2 jars
- Salt - 2 packs
- Olive oil - 2 bottles
- Peanut sauce - 3 jars
- Allergy-free sandwiches - 20 pieces
- Allergy-free snacks - 20 pieces
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 3 bottles
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Food storage containers - 20 pieces

Cleaning

Waste binsqty 10
Broom and dustpanqty 4
Mops and bucketsqty 3
Cleaning glovesqty 8
Disinfectant sprayqty 4

Decorations

Buntingqty 8
Team flagsqty 12
Balloonsqty 100
Directional signsqty 12
Name stickersqty 150

Tips

Plan one team bib per participant, plus 10% extra for late changes, lost items or damaged bibs. Keep teams in separate bags so volunteers can hand them out quickly.
Allow one ball for each active court or playing area, plus at least one spare per sport. Check sizes and condition one week before the event and rent missing equipment before the final week.
Provide one chair for every seated participant and volunteer, with at least two tables for registration, scorekeeping and refreshments. Add shade with party tents if people will wait outdoors.
For drinks, allow two to three servings per person during the first hour and one serving per person for each additional hour. Chill water and other drinks the day before, not just on the morning itself.
Prepare one printed participant list, match form set and team assignment sheet for each registration or referee station, plus 10% spare copies. Pack stopwatches, whistles, measuring tapes and pens together so officials are not searching during matches.

Frequently asked questions

What equipment do I need for a sports day?: At minimum, prepare the sports equipment listed in the program, team bibs, cones or field lines, nets where needed, stopwatches, whistles and scoreboards. Add at least one spare ball per sport and 10% extra small supplies for damage or last-minute changes.
How many drinks do I need for a sports day?: Budget two to three drinks per person for the first hour, then one drink per person for every additional hour. Keep extra water available in hot weather and chill the drinks at least one day before the event.
How many chairs and tables are needed for a sports day?: Plan one chair per person who needs to sit, including volunteers and officials. Reserve at least two tables for registration and refreshments, then add buffet tables according to the catering layout.
When should I buy or rent sports day equipment?: Check your equipment inventory one week before the sports day. Rent missing or specialist items no later than five to seven days in advance, and buy food, drinks and disposable supplies two to three days before the event.

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