Sports Day Shopping List

A sports day needs more than balls and team bibs. This shopping list covers the equipment, serving supplies, power items and practical extras needed for several games, team changes and a full day on site. Plan drinks for the first hour separately from the rest of the day, and check dietary requirements before buying food. If the event is outdoors, add cover and enough bins before the forecast turns wet.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Buffet tablesqty 4
Waste binsqty 6

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyballqty 4
Volleyball net
Tennis racketsqty 12
Tennis ballsqty 24
Frisbeesqty 8
Relay batonsqty 8
Skipping ropesqty 8
Obstaclesqty 12
Marker discsqty 40
Conesqty 30
Team bibsqty 70
Stopwatchesqty 4
Whistlesqty 8
Scoreboardsqty 4
Medical sports tapeqty 4
First aid kitsqty 2

Equipment

Bluetooth speaker
Megaphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4
Coffee machinesqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving plattersqty 10
Food warmersqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 70
Water jugsqty 8

Decorations

Team flagsqty 8
Welcome sign
Directional signsqty 10
Tableclothsqty 8

Cleaning

Broomqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12
Trash grabbersqty 2

Catering

Groceries
- Still Water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Mints - 1 box
- Coffee milk - 2 bottles
- Tortilla wraps - 120 pieces
- Smoked chicken breast - 4 kilograms
- Cooked ham - 3 kilograms
- Young cheese - 4 kilograms
- Hummus - 2 kilograms
- Herb cream cheese - 2 kilogram
- Egg salad - 2 kilograms
- Lettuce - 12 heads
- Tomatoes - 5 kilograms
- Cucumbers - 12 pieces
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Grated carrot - 2 kilograms
- Corn - 12 cans
- Pickles - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto sauce - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Apples - 60 pieces
- Bananas - 60 pieces
- Grapes - 5 kilograms
- Muesli bars - 80 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Ice cubes - 20 kilograms
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 10 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Labels - 100 pieces

Tips

Plan 2–3 drinks per person for the first hour, then add about 500–750 ml per person for each further 3 hours. Keep chilled drinks in coolers and set up a separate water point near the playing fields.
For a mixed programme, check every sport against the equipment list: footballs, basketballs, a volleyball net, tennis rackets and balls, frisbees, relay batons, skipping ropes and obstacles are easy to overlook when buying in one trip.
Allow at least 1 team bib per participant, plus 2–4 spare bibs for late registrations or damaged items. Count marker discs and cones against the number of fields you will mark out.
Put stopwatches, whistles, scoreboards and the printed schedule at the reception table before the first match. Pack medical sports tape with the equipment rather than leaving it in a separate shopping bag.
Buy or bring extension cords and power strips before testing the Bluetooth speaker, megaphone and coffee machines. Pack cutting boards and both chef’s and bread knives with the food supplies; they are commonly forgotten until preparation starts.

Frequently asked questions

How many drinks do I need for a sports day?: Plan 2–3 drinks per person for the first hour, followed by around 500–750 ml per person for every additional 3 hours. Add extra water for hot weather and place coolers where participants can refill easily.
What sports equipment is needed for a mixed sports day?: For this plan, check footballs, basketballs, a volleyball and net, tennis rackets and balls, frisbees, relay batons, skipping ropes, obstacles, marker discs and cones. Match the quantity to the number of teams and fields before shopping.
How many team bibs should I buy?: Get 1 bib per participant and keep 2–4 spare bibs available. This covers late registrations, exchanges between teams and items that become wet or damaged during the day.
When should I buy food and chill the drinks?: Buy packaged drinks and non-perishable supplies 1–2 days before the event. Chill drinks on the morning of the sports day, and prepare perishable food as close to serving time as possible after checking dietary requirements.

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