What to Buy and Bring for a Sports Day

A sports day needs more than balls and a field. You will also need equipment for each event, clear team markers, scoring supplies, seating, refreshments and a way to manage waste. Use this list to check what must be bought, borrowed or rented before the event. Plan for spare equipment and changing weather, because missing one pump, whistle or shelter can delay the whole schedule.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 70
Beer tablesqty 4
Waste binsqty 6

Sports equipment

Footballsqty 6
Volleyballqty 4
Dodgeballsqty 6
Kubb setsqty 2
Skipping ropesqty 10
Relay batonsqty 8
Conesqty 40
Marker discsqty 40
Laddersqty 2
Hoopsqty 12
Hurdlesqty 10
Tug of war rope
Mini goalsqty 4
Volleyball net
Pumpqty 2
Spare ballsqty 4
Whistlesqty 8
Stopwatchesqty 4
Measuring tapesqty 2
Scoreboardsqty 4
Blue team vestsqty 12
Red team vestsqty 12
Yellow team bibsqty 12
Green team vestsqty 12
Line chalkqty 2
Sports bagsqty 4

Equipment

Bluetooth speakerqty 2
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4

Kitchen

Barbecueqty 2
Gas cylindersqty 2
Pliersqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 6
Thermos flasksqty 4

Tableware

Reusable platesqty 70
Reusable bowlsqty 70
Reusable cupsqty 100
Cutlery setsqty 80
Coffee cupsqty 60
Serving plattersqty 12
Serving traysqty 6

Decorations

Start and finish ribbonqty 2
Buntingqty 8
Team table signsqty 6
Route signsqty 12
Prize display

Lighting

String lightsqty 6
LED lampsqty 6

Cleaning

Broomqty 3
Litter pickersqty 3
Bucketsqty 4
Spongesqty 6
Hand broomsqty 3

Catering

Groceries
- Beef burgers - 60 pieces
- Chicken skewers - 60 pieces
- Vegetarian burgers - 20 pieces
- Hot dogs - 40 pieces
- Hamburger buns - 80 pieces
- Hot dog buns - 40 pieces
- Veggie sandwiches - 20 pieces
- Iceberg lettuce - 6 heads
- Tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Onions - 2 kilos
- Bell peppers - 2 kilos
- Mushrooms - 2 kilos
- Corn on the cob - 30 pieces
- Potato salad - 5 kilos
- Pasta salad - 5 kilos
- Raw vegetable salad - 4 kilo
- Baguettes - 10 pieces
- Herb butter - 1.5 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Barbecue sauce - 2 bottles
- Garlic sauce - 2 bottles
- Chili sauce - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Oregano - 1 jar
- Garlic powder - 1 jar
- Olive oil - 2 bottles
- Butter - 1 kilo
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 6 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Sports drink - 40 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Apples - 60 pieces
- Bananas - 60 pieces
- Grapes - 4 kilos
- Oranges - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 kilos
- Muesli bars - 60 pieces
- Rice cakes - 6 packs
- Gluten-free rolls - 10 pieces
- Vegan burgers - 10 pieces
- Vegan sauce - 2 bottles
- Herb cheese - 4 tubs
- Hummus - 6 tubs
- Coffee milk - 2 bottles
- Ice cubes - 20 kilo
- Barbecue briquettes - 10 kilo
- Firelighters - 2 boxes
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Paper towels - 8 rolls
- Napkins - 250 pieces
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Cleaning cloths - 2 packs
- Trash bags - 80 pcs
- Toilet paper - 24 rolls
- Paper towels - 8 packs
- Bandages - 2 boxes
- Gauze compresses - 2 boxes
- Sports tape - 6 rolls
- Cold packs - 10 pieces
- Disposable gloves - 2 boxes
- Sunscreen - 6 bottles
- Mosquito spray - 4 bottles
- Prize medals - 20 pieces
- Sports cups - 20 pieces

Tips

Match equipment to your final events before shopping. For a mixed programme, check that you have the right balls, cones, hurdles, hoops, skipping ropes, relay batons and tug-of-war rope rather than assuming one generic sports kit will cover everything.
Prepare team markers before participants arrive. Sort the blue, red, yellow and green vests or bibs into separate bundles, with enough for every registered participant plus a few spares.
Pack the control materials in one clearly labelled box. Include whistles, stopwatches, measuring tapes, scoreboards, score sheets, pens and line chalk so officials are not searching between matches.
Allow drinks and snacks for the full programme, not just the opening hour. Chill the drinks in advance, keep a reserve for late arrivals and provide extra water if activities take place outdoors in warm weather.
Do not leave shelter and seating until the final day. Confirm the party tents, folding tables, beer tables, folding chairs and waste bins at least one week ahead, especially if they are being borrowed or rented.

Frequently asked questions

What equipment do I need for a sports day?: That depends on the events, but a multi-event day may need footballs, a volleyball, dodgeballs, Kubb sets, skipping ropes, relay batons, cones, hurdles, hoops, mini goals and a volleyball net. Add a pump, spare balls and basic measuring and scoring equipment.
How many team bibs do I need for a sports day?: Prepare one vest or bib for every participant assigned to a team, then add at least 2 spare bibs per team for lost, damaged or late-arriving items. Keep each colour bundled separately before setup begins.
How much food and drink should I buy for a sports day?: Plan drinks for the entire schedule and keep extra water available for outdoor activity. As a starting point, buy 2 to 3 drinks per person for the first hour, then adjust for the event length, weather and whether participants bring their own bottles.
When should I buy sports day supplies?: Confirm borrowed or rented equipment at least 1 week before the event and do the main shopping 1 to 2 days beforehand. Chill drinks the day before, while fresh snacks can be prepared on the event morning.

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