Sports day shopping list: what to buy and bring

A sports day needs more than balls and teams. You also need a clear registration point, enough water, scorekeeping supplies, weather cover and a way to handle waste and minor injuries. Use the participant limit and match schedule to set quantities before shopping. This list helps you check the equipment, furniture and practical supplies that are easy to overlook when several sports run at the same time.

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What to bring

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

Furniture

Party tentqty 2
Folding tableqty 10
Chairqty 120
Buffet tableqty 4
Registration desk
Waste binqty 8

Sports equipment

Soccerqty 8
Basketballqty 6
Volleyballqty 6
Handballqty 6
Tennis racketqty 12
Tennis ballqty 30
Badminton racketqty 12
Shuttleqty 30
Table tennis paddleqty 12
Table tennis ballqty 30
Jump ropeqty 10
Hoopqty 10
Marker coneqty 40
Marker discqty 40
Vestqty 50
Hand whistleqty 8
Scoreboardqty 6
Stopwatchqty 8
Measuring tapeqty 4
Tug of war ropeqty 2
Water bagqty 12
Football goalqty 4
Volleyball netqty 2
Badminton netqty 2
Table tennis tableqty 2
Basketball hoopqty 2
Field marking tapeqty 6
Spare pumpqty 2
Ball needleqty 10

Equipment

Speakerqty 2
Microphoneqty 2
Extension cordqty 4
Power stripqty 4
Cool boxqty 6
Coffee makerqty 2
Barbecueqty 3
Gas cylinderqty 3
Thermosqty 6

Tableware

Reusable plateqty 140
Reusable cupqty 180
Coffee cupqty 80
Cutlery setqty 140
Serving spoonqty 8
Trayqty 12
Pitcherqty 8

Kitchen

Cutting boardqty 6
Chef's knifeqty 6
Kitchen tongsqty 6
Aluminum foilqty 4
Cling filmqty 2
Serving trayqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Bannersqty 6
Tableclothsqty 12
Trophiesqty 12
Medalqty 30
Price tagsqty 30

Lighting

String lightsqty 6
LED lampqty 8

Cleaning

Broomqty 4
Litter pickerqty 4
Bucketqty 4
Mopqty 4
Cleaning spongeqty 12
Soap dispenserqty 4
Paper towel dispenserqty 4
Toilet brushqty 4

First aid

First aid kitqty 2
Cool packqty 12
First aid kitqty 4
Disinfectant sprayqty 4

Registration

Clipboardqty 8
Ballpoint penqty 30
Stampqty 4
Name stickerqty 150
Paper tapeqty 8
Highlighterqty 12
Printer paperqty 2

Groceries

Groceries
- Burger buns - 150 pieces
- Vegetarian burger - 30 pieces
- Beef hamburger - 120 pieces
- Beef sausages - 100 pieces
- Chicken skewers - 100 pieces
- Corn on the cob - 40 pieces
- Couscous salad - 8 kg
- Mixed salad - 8 kg
- Pasta salad - 8 kg
- Potato salad - 6 kg
- Cucumbers - 20 pieces
- Tomato - 8 kg
- Red onion - 2 kg
- Arugula - 1 kg
- Bell peppers - 3 kg
- Mushrooms - 3 kg
- Corn - 12 cans
- Pickles - 6 jars
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Barbecue sauce - 4 bottles
- Chili sauce - 3 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Olive oil - 3 bottles
- Butter - 2 kg
- Grated cheese - 3 kg
- Hummus - 2 kg
- Plain chips - 20 bags
- Paprika chips - 20 bags
- Tortilla chips - 12 bags
- Salsa - 8 jars
- Peanuts - 6 bags
- Apples - 100 pieces
- Bananas - 100 pieces
- Grapes - 8 kg
- Oranges - 80 pieces
- Cereal bars - 150 pieces
- Cookies - 12 packs
- Non-carbonated water - 12 crates
- Sparkling water - 4 crates
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 bottles
- Multifruit juice - 6 bottles
- Sports drink - 8 bottles
- Alcohol-free beer - 4 crates
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kg
- Sweeteners - 2 boxes
- Lemon juice - 2 bottles
- Ice cubes - 20 kg
- Charcoal - 6 bags
- Fire starters - 4 packs
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disposable gloves - 4 boxes
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Barbecue tongs - 6 pieces
- Wooden skewers - 300 pieces
- Tealights - 40 pieces
- AA batteries - 16 pieces
- AAA batteries - 16 pieces
- Chalk - 2 boxes
- Rain poncho - 20 pieces
- Sunscreen - 8 bottles

Tips

Plan one registration place with a registration desk, one table and two chairs. Prepare printed team lists, schedules and emergency contacts at least one day before participants arrive.
Allow about 1.5 to 2 litres of drinking water per participant for a full outdoor sports day, plus extra for referees and volunteers. Chill perishable food and drinks before the event rather than leaving this until the morning.
Count equipment by activity, not just by sport: each active field needs its own marker cones or discs, scoreboard and stopwatch. Keep spare tennis balls, table tennis balls and badminton shuttles together in a labelled box.
Bring one hand whistle for every referee and enough vests to identify all teams clearly. Pack a measuring tape for distances and a tug-of-war rope only if those competition elements are on the schedule.
Prepare a rain option before checking the final forecast. A party tent, folding tables, waste bins and waterproof storage keep registration and food service workable if outdoor matches are delayed.

Frequently asked questions

How much water do I need for a sports day?: Plan 1.5 to 2 litres of drinking water per participant for a full day outdoors. Add around 0.5 litre per referee or volunteer, and keep extra water available during hot weather.
How many sports balls should I buy for a sports day?: Use at least one active ball per playing area, plus one spare for each sport. For example, two simultaneous soccer games need two soccer balls and at least one spare.
When should I buy food and drinks for a sports day?: Buy non-perishable supplies 2 to 3 days beforehand. Shop for chilled and fresh items no later than the day before, then refrigerate them immediately after shopping.
What equipment do I need for sports day registration?: Set up the registration desk at least 30 minutes before arrival time with a table, two chairs, team lists, pens, the schedule and emergency contact details. Keep participant information separate from scorekeeping materials.

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