Sports day shopping list

A sports day needs more than balls and cones. Plan supplies for registration, matches, breaks, changing areas and sudden weather changes, so volunteers are not sent shopping once competitions have started. Check which equipment is already available before buying anything, especially goals, nets, scoreboards and court markers. For refreshments, reusable cups, plates and cutlery should be counted against the participant limit, with extra supplies for volunteers and officials.

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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 60
Registration desk
Score tablesqty 4
Changing room benchesqty 8

Sports equipment

Footballsqty 6
Volleyballsqty 6
Dodgeballsqty 8
Relay batonsqty 8
Conesqty 40
Marker conesqty 50
Track markersqty 4
Training bibsqty 40
Volleyball netsqty 2
Football goalsqty 4
Dodgeball courtsqty 2
Skipping ropesqty 10
Hoopsqty 12
Exercise matsqty 8
Starting whistlesqty 6
Stopwatchesqty 6
Scoreboardsqty 4
Barrier tapeqty 4
Spare ball pumpqty 2
Ball needlesqty 10
Competition whistlesqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 4

Equipment

Coolersqty 6
Ice packsqty 24
Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bread basketsqty 4
Tongs and serving spoonsqty 8
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Team flagsqty 8
Bannersqty 6
Buntingqty 8
Directional signsqty 12
Program postersqty 8
Tableclothsqty 8

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Broom setsqty 3
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 2 kilos
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Sports drink - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sandwiches - 100 pieces
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Currant buns - 30 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 8 heads
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 5 kilos
- Oranges - 40 pieces
- Watermelons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Muesli bars - 100 pieces
- Spiced breakfast cake - 4 packs
- Cookies - 8 packs
- Popcorn - 4 bags
- Nut mix - 2 kilo
- Raisins - 1 kilo
- Pretzels - 4 bags
- Yogurt drink - 40 bottles
- Popsicles - 80 pieces
- Vegetarian burgers - 30 pieces
- Chicken burgers - 40 pieces
- Hamburger buns - 80 pieces
- Potato salad - 5 kilos
- Pasta salad - 5 kilos
- Raw vegetable salad - 4 kilo
- Satay sauce - 2 kilos
- Barbecue sauce - 2 bottles
- Garlic sauce - 2 bottles
- Herb butter - 1 kilo
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Ice cubes - 20 kilo
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 dispensers
- Hand gel - 6 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls

Tips

Count serving items at the participant limit plus at least 10% extra. For 100 participants, that means 110 reusable cups, plates and cutlery sets, particularly if there is no reliable washing point.
Pack one spare ball pump and at least two compatible ball needles. A flat football or volleyball can stop a match faster than missing cones, and replacement parts are easy to overlook.
Prepare separate equipment bundles for football, volleyball, dodgeball and relay events. Keep whistles, stopwatches, scoreboards and marker cones together so referees do not have to search between matches.
Buy or bring enough water and serving supplies for the full programme, not just the opening session. A practical starting point is two to three drinks per person during the first hour, then adjust for heat and activity.
Plan for rain before shopping day. Party tents, barrier tape and dry storage for score sheets, bibs and spare equipment are often arranged too late, when the weather forecast has already changed.

Frequently asked questions

What equipment do I need for a sports day?: For a mixed sports day, plan the sport-specific equipment first: balls, goals or nets, courts, cones, bibs, relay batons and markers. Add at least one spare pump, two ball needles, whistles, stopwatches and scoreboards before checking what can be borrowed.
How many cups and plates do I need for sports day?: Use the participant limit as your base and add 10% for volunteers, officials and replacements. For 80 participants, prepare at least 88 reusable cups, plates and cutlery sets; increase this if there is no washing facility.
How much water should I buy for a sports day?: For the first hour, allow two to three drinks per person, then review the plan for heat and the length of the programme. For 60 participants, that is 120 to 180 drinks before adding extra supplies for volunteers.
When should I buy sports day supplies?: Check the shopping list and existing equipment at least 7 days before the event. Buy food, drinks and disposable backup supplies 1 to 2 days beforehand, while borrowed or hired equipment should be confirmed earlier.

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