Sports day shopping list

A sports day needs more than balls and cones. You also need a reliable way to register participants, record scores, serve food and drinks, and keep equipment dry and easy to move. Use the plan below to buy or bring the sports equipment, furniture and tableware your programme requires. Check quantities against your participant count, number of teams and sports, then arrange missing or rented items at least one week before the event.

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What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4
Registration desk
Party tentsqty 3

Sports equipment

Footballsqty 6
Basketballsqty 6
Volleyballqty 4
Tennis ballsqty 30
Korfball ballsqty 4
Relay batonsqty 12
Conesqty 40
Line markingqty 4
Skipping ropesqty 12
Hoopsqty 12
Vestsqty 40
Sports netsqty 3
Goal postsqty 4
Starting blocksqty 4
Stopwatchesqty 6
Whistlesqty 8
Measuring tapesqty 3
Scoreboardsqty 6
Exercise matsqty 10
Waterproof storage binsqty 8

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Small bowlsqty 20
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 6
Kitchen knivesqty 6
Pliersqty 8
Barbecueqty 2
BBQ toolsqty 4
Thermos flasksqty 6
Water jugsqty 8
Ice packsqty 24

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Decorations

Team flagsqty 12
Start and finish banner
Colored ribbonsqty 12
Prize tablecloth

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broomqty 3
Centerpieceqty 2
Mop setqty 2
Cleaning bucketsqty 3
Hand broomsqty 4

Safety

First aid kitsqty 2
Ice packsqty 2
Flashlightsqty 4

Registration

Clipboardsqty 12
Pensqty 30
Name stickersqty 150
Wristbandsqty 150
Score sheetsqty 100
Competition foldersqty 12
Plate standsqty 12

Prizes

Medalsqty 30
Cupsqty 6
Prize ribbonsqty 6

Catering

Groceries
- Hamburgers - 120 pieces
- Vegetarian burgers - 25 pieces
- Hot dogs - 100 pieces
- Hot dog buns - 100 pieces
- Burger buns - 145 pieces
- Veggie sausages - 25 pieces
- Chicken satay - 5 kilogram
- Corn cobs - 40 pieces
- Zucchini - 4 kilogram
- Bell peppers - 4 kilograms
- Mixed lettuce - 8 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 8 kilograms
- Onions - 4 kilograms
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Herb butter - 2 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 5 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Apples - 100 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Oranges - 60 pieces
- Muesli bars - 150 pieces
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Salted pretzels - 6 bags
- Cookies - 8 packs
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 80 bottles
- Spa Red - 24 bottles
- Fruit juice - 12 packs
- Coffee - 4 packs
- Tea - 3 boxes
- Milk - 8 liters
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Lemons - 20 pieces
- Ice cubes - 20 kilograms
- Charcoal - 4 bags
- Firelighters - 2 boxes
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Napkins - 400 pieces
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Toilet paper - 36 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Sunscreen - 12 bottles
- Insect spray - 4 bottles
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Tape - 8 rolls
- Rope - 4 rolls

Tips

Allow one ball for each active court or playing area, plus at least one spare ball for the day. For a mixed programme, check footballs, basketballs, volleyballs, tennis balls and korfball balls separately rather than assuming one type will cover every activity.
Plan at least one whistle and stopwatch for each simultaneous match, and add one measuring tape for field setup and relay distances. Keep scoreboards, score sheets and spare pens together at the registration desk.
Use one reusable cup per participant, plus 10% extra for replacements and volunteers. For a buffet, provide one reusable plate and set of cutlery per person, along with small bowls and serving platters for shared food.
Match seating and tables to the venue layout: provide one chair per seated participant or volunteer and enough folding tables for registration, food service and equipment storage. If the forecast is uncertain, arrange party tents before the final week.
Pack cones, vests, relay batons, skipping ropes, hoops and line-marking materials in waterproof storage bins after checking the programme. Order medals or prizes as soon as teams and competition categories are fixed, preferably at least two weeks ahead.

Frequently asked questions

What equipment do I need for a sports day?: For a multi-sport day, plan the balls, cones, vests, nets or goal posts required by each activity, plus whistles, stopwatches, scoreboards and measuring tapes. Add at least one spare ball per sport and one equipment check before the event.
How many cups and plates do I need for sports day?: Start with one reusable cup, plate and set of cutlery per participant, then add 10% extra. For 60 participants, that means at least 66 of each item, not counting additional supplies needed for volunteers or staff.
How far in advance should I buy sports day supplies?: Buy standard consumables and tableware 3–7 days before the event. Reserve missing sports equipment, tents and furniture at least 1–2 weeks ahead, and order medals or prizes at least 2 weeks before the event.
What should I bring for a rainy sports day?: Bring party tents or another covered area, waterproof storage bins and enough line-marking material for the venue surface. Check the forecast 48 hours before the event and keep equipment, score sheets and participant lists protected from rain.

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