What to buy for a sports fair

A sports fair needs more than sports equipment. Visitors also need a clear registration point, places to sit, visible activity areas and enough supplies for exhibitors and volunteers. Use the checklist on this page to organise furniture, display materials and equipment for each sport. Confirm the programme and number of activity stations before shopping, then check what providers are bringing themselves so you do not buy duplicate items.

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What to bring

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

Furniture

Foldable tablesqty 30
Folding chairsqty 180
Registration desk
Bar stoolsqty 8
Lounge sofasqty 4
Display wallsqty 20
Clothes racksqty 6
Tableclothsqty 30

Sports equipment

Exercise matsqty 20
Yoga matsqty 20
Footballsqty 12
Basketballsqty 8
Volleyballqty 6
Tennis racketsqty 12
Tennis ballsqty 36
Badminton racketsqty 12
Shuttlesqty 36
Vestsqty 30
Conesqty 40
Marker discsqty 30
Skipping ropesqty 20
Resistance bandsqty 20
Kettlebellsqty 8
Hand weightsqty 12
Start and finish ribbon
Stopwatchesqty 6
Scoreboardsqty 4
Whistlesqty 8
Measuring tapesqty 4
Portable goalsqty 4
Table tennis paddlesqty 8
Table tennis ballsqty 24
Table tennis table
Sports cupsqty 12
Storage cratesqty 10
Basic first aid kitsqty 2
Ice packsqty 12
Athletic tapeqty 8
Disinfectant sprayqty 6

Equipment

Wireless microphoneqty 2
Speakersqty 2
Music player
Extension cordsqty 6
Power stripsqty 8
Rechargeable work lightsqty 4
Power banksqty 4
Laptop
Printer
Payment terminalqty 2
Directional signsqty 12
Cable matsqty 12

Tableware

Reusable drinking glassesqty 220
Reusable platesqty 220
Reusable cutleryqty 220
Coffee cupsqty 80
Thermos flasksqty 8
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 10

Catering

Coolersqty 8
Buffet traysqty 8
Coffee machinesqty 2
Kettlesqty 2
Drink dispensersqty 4
Food warmersqty 4
Groceries
- Coffee - 4 packs
- Tea assortment - 200 bags
- Sugar sticks - 250 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon slices - 3 nets
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Iced tea - 18 bottles
- Sports drink - 48 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Lemonade syrup - 4 bottles
- Ice cubes - 20 bags
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Wholegrain rolls - 80 pieces
- Mini wraps - 80 pieces
- Young cheese - 4 kilograms
- Hummus - 3 kilograms
- Chicken breast slices - 3 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 3 jars
- Jam - 3 jars
- Lettuce - 12 heads
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Bell peppers - 3 kilograms
- Arugula - 1 kilogram
- Apples - 12 kilograms
- Bananas - 10 kilograms
- Grapes - 6 kilograms
- Oranges - 8 kilogram
- Muesli bars - 180 pieces
- Nut bars - 100 pieces
- Whole wheat cookies - 120 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salted pretzels - 8 bags
- Rice cakes - 10 packs
- Olives - 3 kilograms
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Honey - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Olive oil - 2 bottles
- Herb mix - 3 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 100 pieces
- Cleaning product - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Bandages - 4 boxes
- Disposable ice bags - 20 pieces
- Wristbands - 250 pieces
- Ballpoint pens - 30 pieces
- A4 printer paper - 2 packs
- Name stickers - 250 pieces
- Envelopes - 100 pieces
- Duct tape - 6 rolls
- Cable ties - 200 pieces

Decorations

Sports postersqty 12
Buntingqty 8
Balloonsqty 100
Table signsqty 20
Name badgesqty 60
Prize table sign

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Storage boxesqty 12

Cleaning

Vacuum cleaner
Broom setsqty 3
Mop setsqty 3
Waste binsqty 12
Hand broomsqty 4

Tips

Count every activity station before buying equipment. For a group activity, plan at least one piece of equipment per participant who will use it at the same time, plus a small spare set for damaged or missing items.
Prepare the registration desk separately from the sports areas. Bring printed registration information, pens and a way to keep participant details together; test the setup at least one day before the fair.
Allow roughly two chairs per exhibitor or provider, then add seating for visitors and volunteers. Confirm the exhibitor list before finalising the furniture order so you do not run short on the day.
Separate equipment by activity and label each box before loading it. Keep cones, marker discs, whistles and stopwatches together for the people running sessions, rather than leaving them at the registration desk.
Check transport and storage before buying large items such as portable goals, display walls and clothes racks. Arrange delivery or key handover at least 24 hours before opening so setup is not delayed.

Frequently asked questions

What equipment do I need for a sports fair?: That depends on the confirmed activities, but the plan covers shared equipment such as mats, balls, rackets, shuttles, vests, cones, ropes, weights, stopwatches and portable goals. Match each item to a station and confirm with sports providers what they will supply before shopping.
How many sports balls should I buy for a sports fair?: Plan at least one ball per participant using a station at the same time, plus two or three spare balls per sport. Finalise the group sizes and activity schedule before placing the order.
How many tables and chairs are needed for a sports fair?: Start with one registration desk, then provide at least one table for each exhibitor or provider who needs a pitch. Allow two chairs per exhibitor or provider and add separate seating for volunteers and visitors.
When should I buy the supplies for a sports fair?: Complete the shopping at least 24 hours before the event, after the programme, exhibitor list and provider requirements are confirmed. Check and label all equipment during setup rather than waiting until the doors open.

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