What to Buy for a Sports Festival
A sports festival needs more than balls and goals. You also need clear team markers, timing equipment, water, shade, registration furniture and supplies for minor problems such as wet weather or broken shoelaces. Use the equipment list below as your checklist, then match quantities to the number of teams and competition areas. Buy drinks and disposable supplies early, and confirm any deliveries at least one week before the festival.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Tablesqty 10
- Chairsqty 70
- Buffet tablesqty 4
- Score tablesqty 3
- Registration desk
- Bar stoolsqty 6
Sports equipment
- Footballsqty 6
- Basketballsqty 6
- Volleyballqty 4
- Tennis ballsqty 24
- Tennis racketsqty 12
- Hockey sticksqty 12
- Hockey ballsqty 12
- Conesqty 40
- Hoopsqty 12
- Skipping ropesqty 12
- Relay batonsqty 8
- Vestsqty 36
- Whistlesqty 8
- Goalsqty 4
- Volleyball net
- Tennis set
- Stopwatchesqty 4
- Measuring tapesqty 2
- Exercise matsqty 12
- Water cratesqty 6
- Coolersqty 4
- Towelsqty 30
- Spare shoelacesqty 6
- Training ladderqty 2
- Ball pumpqty 3
- Pump needlesqty 12
- Tug of war rope
- Start and finish ribbonqty 2
- Bib numbersqty 70
- Scoreboardsqty 3
- Clipboardsqty 4
- Pensqty 30
- Trophiesqty 6
- Medalsqty 30
Tableware
- Platesqty 80
- Bowlsqty 40
- Glassesqty 100
- Mugsqty 40
- Cutlery setsqty 80
- Serving spoonsqty 8
- Scissorsqty 4
- Cutting boardsqty 4
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Serving plattersqty 12
- Serving trays with lidsqty 6
- Pliersqty 6
- Knivesqty 8
- Cutting boardsqty 4
Equipment
- Portable speakersqty 2
- Microphone
- Extension cordsqty 6
- Power stripsqty 4
Lighting
- String lightsqty 6
- Work lightsqty 4
Decorations
- Buntingqty 8
- Balloonsqty 100
- Team flagsqty 8
- Tableclothsqty 12
- Competition postersqty 6
Cleaning
- Waste binsqty 8
- Broomqty 3
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 3
- Toilet brushesqty 2
Catering
- Groceries
- Marking baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini rolls - 80 pieces
- Wraps - 60 pieces
- Rye bread - 4 packs
- Herb butter - 8 tubs
- Butter - 4 packs
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 2 kilograms
- Smoked chicken - 2 kilograms
- Hummus - 2 kilograms
- Dairy spread - 1.5 kilograms
- Egg salad - 1,5 kilogram
- Tuna salad - 1.5 kilogram
- Lettuce - 8 heads
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Red onions - 2 kilograms
- Carrots - 3 kilogram
- Celery - 2 kilograms
- Cherry tomatoes - 2 kilograms
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 60 pieces
- Oranges - 40 pieces
- Melons - 4 pieces
- Yogurt - 6 liter
- Muesli - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Popcorn - 4 bags
- Muesli bars - 80 pieces
- Currant buns - 60 pieces
- Cookies - 8 packs
- Brownies - 60
- Cupcakes - 60 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1,5 liters
- Barbecue sauce - 1 liter
- Sambal - 4 jars
- Olive oil - 1 liter
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Oregano - 1 jar
- Basil - 1 pot
- Garlic powder - 1 jar
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Sprite - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemonade syrup - 3 bottles
- Isotonic sports drink - 80 bottles
- Non-alcoholic beer - 24 bottles
- Coffee - 3 kilograms
- Decaf coffee - 1 pack
- Tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Ice cubes - 15 kilograms
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Glass trash bags - 10 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Rubber gloves - 12 pairs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Plastic storage containers - 30 pieces
- Labels - 100 pieces
- Waterproof markers - 12 pieces
Tips
- Plan at least one ball for each active match or station, plus two spare balls for the busiest sports. Count your playing areas first so you do not discover on the day that one football or volleyball has to serve three groups.
- Provide one vest colour per team and keep at least 10% extra vests for late registrations or replacements. Pack cones separately by field so marking out several competition zones does not delay the start.
- Allow roughly 0.75 to 1 litre of water per participant for a half-day festival, and add more in warm weather. Put water crates and coolers near the fields rather than only at the buffet tables.
- Prepare one registration desk, one score table per active competition area, and enough chairs for officials and waiting participants. Keep pens, schedules and spare shoelaces at registration, where they are easiest to find.
- Buy or pack prizes and medals before the final week, and label them by age group or event. Keep first-aid supplies, towels and weather protection accessible rather than sealed in a vehicle or storage room.
Frequently asked questions
- How much water do I need for a sports festival?
- Plan 0.75 to 1 litre of water per participant for a half-day event, then add extra for hot weather or intense activity. Keep the supply in several water crates and refill coolers during the day.
- How many sports balls should I buy for a sports festival?
- Start with one ball per active match or station and add two spare balls for the whole festival. For example, six simultaneous games require at least eight usable balls of the relevant types.
- When should I buy sports festival supplies?
- Buy non-perishable equipment, prizes and medals at least two weeks before the event. Order drinks, food and hired furniture 5 to 7 days beforehand, and confirm deliveries during the final week.
- What should I pack for bad weather at a sports festival?
- Have party tents, towels and coolers ready, and keep a weather decision plan in writing at least 48 hours before the event. Check that tables, chairs, nets and score materials can be moved or protected quickly.
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