What to Bring to a Sports Fair
A sports fair needs more than balls and rackets. You also need a clear registration point, equipment for demonstrations, power for laptops and charging stations, and supplies to keep participants informed and comfortable. Use the plan’s shopping list to prepare tables, seating, signage, name badges, competition materials, drinks and snacks. Check quantities against your expected attendance and the number of sports providers before buying or borrowing anything.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 24
- Folding chairsqty 80
- Registration desk
- Bar stoolsqty 8
- Party tentsqty 4
- High tablesqty 8
- Clothes racksqty 6
- Storage boxesqty 12
Equipment
- Laptopsqty 3
- Tabletsqty 4
- Printer
- Extension cordsqty 8
- Power stripsqty 8
- Portable speakersqty 2
- Wireless microphonesqty 2
- Projector
- Projection screen
- Charging stationsqty 3
- Stopwatchesqty 6
- Megaphonesqty 2
- Walkie-talkiesqty 8
- Cable traysqty 10
- Clipboardsqty 10
- Pensqty 40
Sports equipment
- Footballsqty 10
- Basketballsqty 8
- Volleyballsqty 8
- Tennis ballsqty 24
- Tennis racketsqty 12
- Badminton racketsqty 12
- Shuttlesqty 24
- Hockey sticksqty 12
- Hockey ballsqty 12
- Yoga matsqty 20
- Fitness matsqty 12
- Skipping ropesqty 12
- Conesqty 40
- Marker discsqty 40
- Vestsqty 30
- Agility laddersqty 4
- Resistance bandsqty 20
- Hand weightsqty 12
- Dartboardsqty 2
- Dart arrowsqty 12
- Table tennis paddlesqty 8
- Table tennis ballsqty 24
- Table tennis table
- Sports bagsqty 6
- Medal ribbonsqty 30
- Stopwatchesqty 4
- Scoreboardsqty 4
- Whistlesqty 8
- Athletic tapeqty 12
- Water cratesqty 8
Tableware
- Reusable cupsqty 150
- Platesqty 120
- Cutlery setsqty 120
- Coffee cupsqty 80
- Tea glassesqty 60
- Serving plattersqty 12
- Serving jugsqty 8
- Thermos flasksqty 6
Catering
- Coolersqty 6
- Drink dispensersqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- Hot traysqty 4
- Serving utensilsqty 12
- Buffet tableclothsqty 6
- Groceries
- Coffee beans - 3 kg
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Sugar - 2 kg
- Sweeteners - 250 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Sports drink - 48 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemonade - 10 liters
- Apples - 8 kg
- Bananas - 8 kg
- Grapes - 6 kg
- Mandarins - 6 kg
- Cucumbers - 4 kg
- Cherry tomatoes - 4 kg
- Carrots - 4 kg
- Bell pepper strips - 3 kg
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Wholegrain crackers - 12 packs
- Rice cakes - 10 packs
- Muesli bars - 200 pieces
- Granola bars - 150 pieces
- Raisins - 3 kg
- Unsalted nuts - 3 kg
- Peanut butter - 3 jars
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kg
- Turkey breast - 2 kg
- Hummus wraps - 80 pieces
- Whole wheat bread - 12 loaves
- Multigrain bread - 8 loaves
- Gluten-free bread - 4 loaves
- Vegan sandwiches - 60 pieces
- Mini wholemeal rolls - 150 pieces
- Mini cheese rolls - 100 pieces
- Mini vegetable pies - 100 pieces
- Falafel balls - 150 pieces
- Chicken skewers - 150 pieces
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Olive oil - 2 liters
- Salt - 1 kg
- Black pepper - 250 g
- Paprika powder - 250 g
- Garlic powder - 150 g
- Basil - 4 pots
- Oregano - 4 jars
- Ice cubes - 20 kg
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Napkins - 800 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 12 packs
- Hand soap - 8 refills
- Hand sanitizer gel - 8 bottles
- Trash bags - 150 pieces
- Freezer bags - 4 boxes
- Nitrile gloves - 400 pieces
- Paper disposable aprons - 50 pieces
- Bandages - 100 pieces
- Wound gauze - 20 pieces
- Elastic bandages - 12 pieces
- Safety pins - 2 boxes
Decorations
- Buntingqty 8
- Sports postersqty 20
- Bannersqty 8
- Balloon archesqty 3
- Name badgesqty 100
- Table numbersqty 30
- Directional signsqty 18
Lighting
- LED string lightsqty 8
- LED construction lightsqty 6
- Flashlightsqty 6
Cleaning
- Waste binsqty 12
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Broom setsqty 3
- Hand soap dispensersqty 6
- Sanitizer pumpsqty 8
Safety
- First aid kitsqty 2
- Cold packsqty 12
- Safety vestsqty 12
- Bollardsqty 12
- Barrier tapeqty 4
- Fire extinguishersqty 2
Tips
- Set up one registration desk with a laptop or tablet, a printer, participant lists, name badges and spare pens. Bring at least one extra charging cable and keep registration materials in a labelled storage box.
- Allow two to three drinks per participant for the first hour, then one drink per person for each additional hour. Chill drinks before doors open and keep a separate supply for volunteers and sports providers.
- Match equipment to the programme rather than buying a general selection. Count footballs, basketballs, volleyballs, tennis and badminton items, hockey equipment and yoga mats per demonstration area, with at least two spare balls or shuttles for busy sessions.
- Bring one extension cord and one power strip for every separate powered area, including registration, sound and projection. Tape or cover cables before visitors arrive, and fully charge tablets, laptops, microphones and speakers the day before.
- Prepare signs, floor-plan information and competition rules in advance, then pack them by area. Print participant lists and dietary information no later than the day before so missing registrations or food requirements can still be corrected.
Frequently asked questions
- What equipment do I need for a sports fair?
- Plan equipment by activity: balls and rackets for demonstrations, stopwatches for timed sessions, yoga mats for classes, and hockey sticks, balls and shuttles where applicable. Add at least two spare pieces of frequently used small equipment per busy activity.
- How many drinks should I buy for a sports fair?
- Budget two to three drinks per person for the first hour and one additional drink per person for every following hour. Add a separate allowance for volunteers and exhibitors, and chill the first batch at least four hours before opening.
- How many tables and chairs are needed for a sports fair?
- Start with one registration desk, one table per exhibitor or activity needing display space, and seating for roughly 10% to 20% of expected visitors at one time. Confirm the final count after the exhibitor list and floor plan are fixed.
- When should I prepare the sports fair shopping list?
- Finalise quantities at least one week before the fair, once providers, demonstrations and registrations are clear. Buy non-perishable supplies three to five days ahead, then purchase or collect chilled drinks and fresh snacks within 24 hours of the event.
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