Sports day shopping list

Planning a sports day means more than collecting balls and cones. You also need a clear way to register teams, mark out several activity areas, track scores and keep participants comfortable between events. Use the quantities in your plan as a starting point, then check what your venue already provides. Arrange borrowed or hired equipment at least one week ahead, especially goals, nets, tents and sound equipment.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
High tablesqty 4
Registration desk
Tablecloth clipsqty 24

Sports equipment

Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Handballsqty 6
Tennis ballsqty 24
Conesqty 40
Marker discsqty 40
Speed laddersqty 3
Skipping ropesqty 10
Hoopsqty 12
Relay batonsqty 10
Frisbeesqty 8
Blue vestsqty 12
Red vestsqty 12
Yellow vestsqty 12
Green vestsqty 12
Football goalsqty 4
Volleyball net
Basketball hoop standqty 2
Whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 6
Measuring tapesqty 3
Pensqty 30
Clipboardsqty 8
Competition formsqty 100
Medalsqty 24
Prize ribbonsqty 24

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 40
Serving plattersqty 12
Serving utensilsqty 12

Catering

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Barbecueqty 2
Barbecue tongsqty 4
Food warmersqty 4
Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 80 bottles
- Spa Red - 24 bottles
- Sports drink - 48 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Hamburgers - 90 pieces
- Vegetarian burgers - 20 pieces
- Chicken skewers - 80 pieces
- Vegetarian skewers - 20 pieces
- Hot dogs - 80 pieces
- Vegetarian hot dogs - 20 pieces
- Hamburger buns - 110 pieces
- Hot dog buns - 110 pieces
- Iceberg lettuce - 8 heads
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Onions - 3 kilos
- Bell peppers - 3 kilos
- Mushrooms - 3 kilo
- Corn on the cob - 40 pieces
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Baguettes - 12 pieces
- Herb butter - 2 kilo
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Italian herbs - 1 canister
- Olive oil - 2 liters
- Butter - 1 kilo
- Cheese slices - 3 kilos
- Pickles - 3 jars
- Herb cheese - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Oranges - 6 kilos
- Muesli bars - 100 pieces
- Currant buns - 80 pieces
- Cookies - 6 packs
- Ice cream - 6 liters
- Ice lollies - 100 pieces
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Paper towels - 8 rolls
- Napkins - 300 pieces
- Baking paper - 2 rolls
- Trash bags - 3 rolls
- Disposable gloves - 2 boxes
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Paper towels - 8 packs
- Sunscreen - 8 bottles
- Disposable ponchos - 20 pieces

Equipment

Battery speakerqty 2
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4

Safety

First aid kitqty 2
Ice packsqty 12
Sunshadesqty 4
Barrier tapeqty 4

Decorations

Buntingqty 8
Start and finish ribbonqty 2
Signsqty 20
Arrowsqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mopsqty 2
Bucketsqty 3
Washing-up basinsqty 3
Hand soap dispensersqty 4
Towel dispensersqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Measuring cupsqty 2
Frying pansqty 2

Tips

Count one team vest per participant, plus 5–10% extra in each team colour for late registrations, damaged items or volunteers joining a game.
Allow one registration pen for every 25 participants and keep at least two spare pens at the registration desk. Print the participant and team lists before setup starts.
For a multi-station sports day, prepare one stopwatch and one whistle for each active referee or station leader, with at least one spare stopwatch and whistle on site.
Check every ball, net, goal and stand before event day. Inflate balls and assemble larger equipment 24 hours beforehand so missing parts can still be replaced.
Plan seating and shelter for breaks, not only for the competition. Secure tablecloths with clips and set up party tents early enough to provide shade or cover if the weather changes.

Frequently asked questions

What equipment do I need for a sports day?: Most sports days need the listed balls, cones or marker discs, team vests, whistles, stopwatches, scoreboards and measuring tapes. Add the sport-specific items, such as goals, a volleyball net, hoops or relay batons, for each activity on the schedule.
How many sports balls do I need for a sports day?: Start with at least one usable ball for every active playing area, then add one spare per sport. For example, three simultaneous football activities need four footballs if you want one backup available.
How many team vests should I buy for a sports day?: Provide one vest per participant in each assigned team and keep 5–10% extra in every colour. For a team of 20, that means 21 or 22 vests rather than exactly 20.
When should I buy or hire sports day equipment?: Confirm hired or borrowed equipment at least one week before the event and check it again 24 hours before setup. Buy consumable or easily lost items, such as pens and prizes, no later than three days beforehand.

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