Sports Fair Shopping List

A sports fair needs more than sports equipment. Visitors move between exhibitor pitches, demonstrations, registration, and activity areas, so you need clear displays, reliable power, payment tools, and enough equipment for hands-on sessions. Use this list to check what must be bought, borrowed, or collected before the fair opens. Pay particular attention to extension cords, charging points, signage, name badges, and spare items—these are often arranged too late.

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What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 80
Display wallsqty 24
Reception desk
Clothes racksqty 6
Bollardsqty 12

Equipment

Laptopqty 2
Tabletsqty 3
Cash box
Payment terminalqty 2
Portable speakersqty 2
Wireless microphone
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Sports equipment

Exercise matsqty 12
Yoga matsqty 10
Footballsqty 8
Basketballsqty 6
Volleyballqty 4
Hockey sticksqty 8
Hockey ballsqty 12
Skipping ropesqty 12
Kettlebellsqty 8
Dumbbellsqty 16
Resistance bandsqty 20
Conesqty 30
Speed ladderqty 2
Hoopsqty 12
Bib numbersqty 100
Stopwatchesqty 4
Measuring tapesqty 4
Towelsqty 30
Water bottlesqty 30

Tableware

Reusable cupsqty 250
Platesqty 200
Cutlery setsqty 200
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Buntingqty 10
Sports postersqty 20
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 24

Cleaning

Waste binsqty 10
Vacuum cleanerqty 2
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Sports drink - 8 liters
- Lemons - 2 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mandarins - 4 kilo
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Whole wheat wraps - 40 pieces
- Croissants - 50 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Boiled eggs - 60 pcs
- Cucumber - 3 kilos
- Tomatoes - 4 kilos
- Lettuce - 2 kilos
- Bell peppers - 2 kilos
- Herb cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 100 grams
- Granola - 3 kilos
- Yogurt - 8 kilos
- Muesli bars - 150 pieces
- Nut bars - 100 pieces
- Rice cakes - 10 packs
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Popcorn - 4 bags
- Cookies - 8 packs
- Dark chocolate - 2 kilo
- Low-allergen cookies - 4 packs
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 1 kilo
- Vegan wraps - 12 pieces
- Vegan cookies - 4 packs
- Ice cubes - 10 kilos
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 packs
- Bandages - 2 boxes
- Cold sore lip balm tubes - 2 rolls

Tips

Plan one exhibitor setup per pitch: allow a foldable table, two folding chairs, display space, and access to a power strip where demonstrations or payment terminals need electricity.
For an activity area, prepare equipment in separate groups rather than one shared pile. Keep spare balls, cones, skipping ropes, and resistance bands available for busy demonstrations.
Count power needs before shopping. Laptops, tablets, payment terminals, speakers, lamps, and charging stations can quickly exceed one outlet, so match extension cords and power strips to the floor plan.
Set up reception supplies before exhibitors arrive: the reception desk, laptop or tablet, cash box, payment terminal, name badges, and printed materials should be together in one clearly marked area.
Check safety and visibility the day before. Position bollards and signage around activity zones, test the wireless microphone and portable speakers, and make sure LED lamps cover darker pitches or entrances.

Frequently asked questions

What equipment do I need for a sports fair?: Plan for display furniture, reception equipment, power supplies, lighting, and sports equipment for demonstrations. For each activity, count the number of participants per session and add at least 10% spare items where possible.
How many tables and chairs do I need for a sports fair?: Start with one table and two chairs per exhibitor pitch, then add a reception desk and seating for registration or waiting visitors. Confirm the exhibitor count at least 7 days before the fair so furniture can be adjusted.
How much sports equipment should I buy for demonstrations?: Match the quantity to the largest demonstration group, not the average visitor flow. A practical starting point is one item per participant for shared activities, plus 10% spare equipment and extra cones for marking boundaries.
When should I prepare the sports fair shopping list?: Finish the first inventory check at least 14 days before the event. Buy or borrow missing equipment 7 days ahead, then test electronics, payment equipment, lighting, and microphones no later than the day before.

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