What you need for a sports networking event

A sports networking event needs more than balls and refreshments. You will need practical setup items for registration, shared meals, presentations and changing between activities. Plan drinks for the first hour separately from the rest of the programme, and check dietary requirements before ordering catering. This list also covers equipment that is easy to overlook, such as badges, power supplies, sport bibs and marking cones.

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What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 90
High tablesqty 8
Coat racksqty 3
Table linenqty 12

Tableware

Reusable drinking glassesqty 120
Reusable wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 16
Serving tongsqty 10

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Wireless speakersqty 2
Wireless microphonesqty 2
Laptop
Rechargeable power banksqty 4
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Footballsqty 6
Volleyballqty 4
Basketballsqty 4
Tennis ballsqty 30
Panna ballsqty 4
Sports vestsqty 40
Marker discsqty 40
Conesqty 30
Start and finish ribbonsqty 4
Whistlesqty 6
Scoreboardsqty 4
Exercise matsqty 12
Towelsqty 30

Registration

Name badgesqty 100
Badge holdersqty 100
Registration tableclothsqty 2
Pensqty 30
Clipboardsqty 6
Guest booksqty 2

Decorations

Welcome signsqty 4
Program postersqty 8
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12

Lighting

LED string lightsqty 6
LED lampsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving knivesqty 4
Measuring cupsqty 3
Bottle openersqty 4
Thermos flasksqty 6
Ice cube traysqty 8

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 10

Safety

First aid kitsqty 2
Ice packsqty 12
Non-slip matsqty 8

Catering

Groceries
- Coffee - 3 kilograms
- Tea bags - 200 pieces
- Decaf coffee - 500 grams
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 3 kilograms
- Still mineral water - 60 liters
- Sparkling mineral water - 36 liters
- Cola - 18 liters
- Cola Zero - 18 liters
- Orange Soda - 12 liter
- Tonic water - 6 liter
- Ginger beer - 6 liters
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Alcohol-free wine - 4 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Iced tea - 8 liters
- Sports drink - 12 liters
- Ice cubes - 20 kilograms
- Baguettes - 16 pieces
- Mini pistolets - 120 pieces
- Whole grain bread - 8 loaves
- Wraps - 80 pieces
- Butter - 1 kilogram
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 1 jar
- Jam - 2 jars
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 12 heads
- Bell peppers - 3 kilograms
- Red onion - 1 kilogram
- Avocado - 20 pieces
- Grapes - 6 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Blueberries - 2 kilograms
- Yogurt - 6 kilogram
- Muesli - 3 kilogram
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Rice salad - 8 kilogram
- Pasta salad - 8 kilograms
- Quinoa salad - 5 kilograms
- Grilled vegetables - 5 kilogram
- Chicken skewers - 6 kilograms
- Falafel - 4 kilograms
- Mini vegetable burgers - 80 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Chili sauce - 1 liter
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Napkins - 300 pieces
- Paper cups - 150 pieces
- Paper snack cups - 150 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 80 pcs
- Compostable trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Sponges - 12 pieces
- Rubber cleaning gloves - 10 pairs
- Bandages - 2 boxes
- Tissues - 12 packs

Tips

Allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill at least half of the drinks before guests arrive and keep the rest in coolers.
Count reusable glasses, plates and cutlery against your confirmed participant list, then add 10% extra. For 50 attendees, that means planning for at least 55 of each frequently used item.
Prepare one registration pack per participant, including a badge and printed programme. Print at least five spare copies for last-minute registrations, replacements and staff.
Charge the laptop, wireless speakers, microphones and power banks the day before. Pack extension cords and power strips in the same box so the presentation and check-in desk do not compete for sockets.
Prepare sports equipment by group rather than leaving it in one pile. For each activity, include the required balls, sport bibs, cones or marker discs, and start or finish ribbons where needed.

Frequently asked questions

How many drinks do I need for a sports networking event?: Plan for two to three drinks per person during the first hour, followed by around one drink per person for each additional hour. Add 10% extra if guests will be active outdoors or the weather is warm.
How much reusable tableware should I buy or hire?: Use the confirmed participant number as your base and add 10% spare capacity. For 50 people, prepare at least 55 plates, cutlery sets and drinking glasses, plus enough coffee cups for the expected coffee service.
When should I order catering for a sports networking event?: Confirm catering after registrations and dietary requirements have been collected, ideally at least 7 days before the event. Recheck the final participant count and special diets 48 hours before delivery or collection.
What sports equipment should I prepare for the event?: Match the equipment to the chosen activities and divide it by sports group before the event. Prepare the balls, bibs, cones or marker discs at least 1 day ahead, then check the setup again on the morning of the event.

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