What you need for a sports encouragement day

A sports encouragement day needs more than balls and bibs. You will need equipment for several activities, clear scorekeeping materials, places to sit, shelter, refreshments and signs that keep participants moving between areas. Check what the venue already provides before shopping, especially nets, goals, tables and chairs. Buy or pack supplies early enough to chill drinks, prepare food and print the attendance list before the first match starts.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 120
High tablesqty 6
Benchesqty 8
Clothes racksqty 2

Sports equipment

Footballsqty 12
Basketballsqty 8
Volleyballqty 6
Handballsqty 8
Rugby ballsqty 4
Tennis racketsqty 12
Badminton racketsqty 16
Shuttlesqty 30
Tennis ballsqty 30
Hockey sticksqty 16
Hockey ballsqty 12
Conesqty 40
Sports hoopsqty 20
Skipping ropesqty 20
Vestsqty 40
Exercise matsqty 12
Mini goalsqty 4
Volleyball netsqty 2
Bib numbersqty 120
Whistlesqty 10
Stopwatchesqty 6
Scoreboardsqty 4
Medal ribbonsqty 30
Medalsqty 30
Sports cupsqty 6
Prize table

Equipment

Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 4
Water dispensersqty 4
Cash register

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Ice packsqty 24

Decorations

Banner flagsqty 6
Balloon archesqty 2
Tableclothsqty 10
Directional signsqty 12
Chalkboardsqty 6

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 6
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Stir sticks - 200 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 10 bottles
- Still water - 24 bottles
- Sports drink - 36 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilograms
- Ice cubes - 12 kilograms
- Buns - 150 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Turkey breast - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Peanut butter - 1 jar
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Olives - 2 jars
- Corn - 6 cans
- Chickpeas - 4 cans
- Pasta - 3 kilograms
- Pesto sauce - 4 jars
- Pasta salad dressing - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Salted pretzels - 6 bags
- Muesli bars - 150 pieces
- Rice cakes - 6 packs
- Apples - 120 pieces
- Bananas - 100 pieces
- Oranges - 80 pieces
- Grapes - 8 kilograms
- Strawberries - 5 kilograms
- Muesli - 2 kilograms
- Yogurt - 8 liter
- Honey - 2 jars
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 1 kilogram
- Allergen cards - 30 pieces
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Organic waste bags - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Plastic gloves - 4 boxes
- Labels - 2 rolls
- Waterproof markers - 12 pieces
- Printer paper - 2 packs
- Pens - 30 pieces
- Wristbands - 150 pieces
- Tape - 6 rolls

Tips

Plan equipment by activity and team size. Count balls, rackets, sticks, bibs and cones for every scheduled sport, then add a small spare supply so one missing item does not stop a match.
Provide enough team identification for every participant. Prepare one bib or bib number per player, plus extras for late registrations, replacements and volunteers who need to be identified on the field.
Do not leave shelter and seating until the last day. Arrange party tents, tables, chairs, benches or high tables before the event, particularly if the weather forecast may require a covered registration or food area.
Pack the items that make matches run on time together: whistles, stopwatches, scoreboards and pens. Keep one timing set with each supervisor rather than expecting everyone to share a single stopwatch.
Buy food and drinks only after registration closes and dietary requirements are collected. Chill drinks several hours before arrival, and keep separate labels or serving utensils for special dietary options.

Frequently asked questions

What equipment do I need for a sports encouragement day?: For a mixed sports day, prepare the equipment for each activity on the schedule, including balls, rackets, sticks, nets, goals, cones, hoops, skipping ropes and mats where needed. Allow at least one ball or active item per playing area, plus 10% spare equipment for damage or loss.
How many bibs and bib numbers should I buy?: Buy one bib and one number for every registered participant who may play, then add 10% extra. For 50 participants, that means at least 55 bibs or numbered vests, with a few unnumbered spares for volunteers and replacements.
How many tables and chairs are needed for the event?: Reserve enough seating for registration, food and spectators rather than relying on one shared area. As a starting point, provide one table per 20 to 25 people and seating for at least one third of attendees, then add a covered table for check-in and supplies.
When should I buy drinks and prepare the shopping list?: Finalise the shopping list after registrations and dietary requirements close, ideally 3 to 5 days before the event. Buy non-perishables first, collect fresh food 1 to 2 days beforehand, and chill drinks at least 4 hours before participants arrive.

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