What you need for a sports day

A sports day needs more than balls and cones. Plan equipment for each activity, plus team markers, scoring materials, seating, shade, refreshments and basic safety supplies. Keep spare balls, pumps and pens on hand because small shortages can stop a match or delay registration. This shopping list covers the practical items to buy or bring, while your schedule and participant numbers determine the final quantities.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Foldable tablesqty 2

Sports equipment

Footballsqty 8
Volleyballsqty 6
Basketballsqty 6
Tennis ballsqty 30
Tennis racketsqty 12
Conesqty 40
Marker discsqty 30
Vestsqty 40
Tug of war ropeqty 2
Skipping ropesqty 12
Relay batonsqty 12
Frisbeesqty 8
Hand pumpsqty 3
Spare ballsqty 6
Whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 8
Competition formsqty 100
Pensqty 30
Medalsqty 12
Cupsqty 3
Bib numbersqty 90
Emergency blanketsqty 8

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 6

Tableware

Reusable cupsqty 120
Reusable platesqty 100
Reusable cutleryqty 100
Pouring jugsqty 8
Thermos flasksqty 4

Kitchen

Coolersqty 6
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Corkscrewsqty 2
Kettlesqty 2
Coffee machinesqty 2

Decorations

Team flagsqty 12
Welcome sign
Route signsqty 10
Balloonsqty 100
Tableclothsqty 10

Lighting

String lightsqty 6
Flashlightsqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
First aid kitsqty 2
Hand soap dispensersqty 4

Catering

Groceries
- White and whole wheat rolls - 120 pieces
- Butter - 1 kilo
- Young cheese - 5 kilos
- Back ham - 4 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Onions - 2 kilos
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Peanut butter - 2 jars
- Jam - 2 jars
- Vegetable soup - 12 liters
- Soup sticks - 10 packs
- Pasta - 8 kilo
- Pasta sauce - 10 jars
- Grated cheese - 2 kilos
- Mixed salad - 8 kilos
- Salad dressing - 2 liters
- Vegetarian meatballs - 5 kilos
- Baguettes - 20 pieces
- Herb butter - 2 kilo
- Apples - 80 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Muesli bars - 100 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 120 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Coffee - 2 kilos
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 20 pieces
- Ice cubes - 20 kilo
- Cookies - 10 packs
- Ketchup sachets - 100 pieces
- Mayonnaise sachets - 100 pieces
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet paper - 24 rolls
- Hand sanitizer - 6 bottles

Tips

Allow at least one ball for each active game and keep two or three spare balls available for a full-day event. Check pumps and inflation needles before the day, not when the first ball goes flat.
Prepare one whistle and stopwatch for each match official working at the same time, then add at least one spare of each. Test portable speakers and the microphone before participants arrive.
Use one vest or bib number for every player on a team, with a few extras for late changes. Pack marker discs or cones in clearly labelled bags so each activity can be set up quickly.
Provide one chair for each seated volunteer or official, plus tables for registration, scoring and refreshments. If the event is outdoors, arrange party tents before checking the weather on the day before.
Bring enough competition forms, pens and scoreboards for every scheduled match, with around 10% extra paper and pens. Keep medals and cups together and count them against the final participant and team lists.

Frequently asked questions

How many sports balls do I need for a sports day?: Plan at least one ball for every game running at the same time, plus two or three spare balls for the day. Add one hand pump and spare inflation needles for every 20 to 30 participants.
How many cones are needed for a sports day?: Allow 10 to 20 cones or marker discs for each activity area, depending on the size of the pitch and the number of lanes. For four simultaneous areas, a starting quantity of 40 to 80 markers is practical.
What should I buy for sports day scoring and registration?: Prepare one participant list, match form and scoreboard position for each registration or match station. Add at least 10% extra pens and printed forms, and pack them in waterproof folders if the event is outdoors.
When should I buy or reserve sports day equipment?: Reserve specialist equipment, tables, chairs, party tents and portable sound equipment at least 2 to 4 weeks before the event. Check the complete kit 1 to 2 days beforehand, including balls, pumps, whistles and safety supplies.

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