What to buy for a team outing with sports and a BBQ

This shopping list covers the supplies for a team outing that combines sports activities with a barbecue. Plan food and drinks from the final attendee list, including dietary requirements, then check what the venue already provides before buying bulky equipment. You will need separate supplies for the sports area, buffet, barbecue and seating. Most organisers underestimate cooling space, serving utensils and lighting, especially when the event runs into the evening.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 24
Buffet tablesqty 2
Party tentsqty 2
Coolersqty 3

Tableware

Reusable platesqty 30
Reusable bowlsqty 30
Reusable drinking glassesqty 40
Reusable coffee cupsqty 24
Cutlery setsqty 30
Serving plattersqty 8
Serving tongsqty 6

Equipment

Barbecuesqty 2
Bluetooth speakersqty 2
Extension cordsqty 3
Rechargeable lampsqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Kitchen tongsqty 4
Measuring cupsqty 2
Thermos flasksqty 3

Sports equipment

Footballsqty 3
Volleyballqty 2
Frisbeesqty 6
Conesqty 24
Team bibsqty 24
Tug of war rope
Scoreboardsqty 2
Whistlesqty 3

Decorations

Buntingqty 4
Tableclothsqty 6
Name badgesqty 24

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Bucketsqty 2
Broom and dustpanqty 2
Litter pickersqty 2

Catering

Groceries
- Beef hamburgers - 24 pieces
- Chicken skewers - 24 pieces
- Vegetarian burgers - 12 pieces
- Vegetarian vegetable skewers - 12 pieces
- Hot Dogs - 24 pieces
- Hamburger buns - 30 pieces
- Hot dog buns - 24 pieces
- Garlic baguettes - 6 pieces
- Herb butter - 3 tubs
- Iceberg lettuce - 4 heads
- Tomatoes - 3 kilograms
- Cucumbers - 4 pieces
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Corn cobs - 24 pieces
- Potato salad - 3 kilogram
- Pasta salad - 3 kilograms
- Raw vegetable salad - 2 kilograms
- Feta - 500 grams
- Grated cheese - 750 grams
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Chili sauce - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 2 bags
- Olives - 2 jars
- Grapes - 2 kilogram
- Apples - 24 pieces
- Brownies - 30 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Iced tea - 4 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 4 bottles
- Red wine - 3 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilogram
- Lemons - 6 pieces
- Ice cubes - 8 kilograms
- Barbecue spice mix - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Charcoal - 2 bags
- Fire starters - 1 box
- Aluminum foil - 2 rolls
- Cling film - 1 roll
- Paper towels - 4 rolls
- Napkins - 100 pieces
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Toilet paper - 12 rolls
- Hand soap - 2 bottles

Tips

Plan around 400–500 g of barbecue food per adult, including meat, vegetarian options and sides. Add at least 2–3 drinks per person for the first hour, then one drink per person per hour.
Allow one reusable plate, bowl, glass and cutlery set per guest, plus 10% extra. For 30 people, that means 33 of each item so a dropped or dirty piece does not stop the buffet.
Use at least one cooler for every 15–20 guests and chill drinks several hours before arrival. Keep raw barbecue food in separate coolers from ready-to-eat salads and drinks.
Set up one sports kit per activity rather than relying on shared equipment: cones and bibs for teams, balls or frisbees for field games, and a whistle and scoreboard for each organised match.
Bring rechargeable lights, extension cords and a weather backup such as party tents before the day itself. Confirm the venue’s power access and shelter rules at least one week ahead, because these items are often unavailable at short notice.

Frequently asked questions

How much BBQ food do I need per person for a team outing?: Allow 400–500 g of barbecue food per adult, counting meat, vegetarian portions and side dishes. For 20 people, buy roughly 8–10 kg in total and adjust the split after collecting dietary requirements.
How many drinks should I buy for a sports day with a BBQ?: Budget 2–3 drinks per person for the first hour and one drink per person for every following hour. For a four-hour outing with 25 guests, that is approximately 125–150 drinks, including water and non-alcoholic options.
How many plates and glasses do I need for a team BBQ?: Buy one plate, bowl, glass and cutlery set per attendee, plus 10% spare. For 40 guests, prepare 44 of each reusable item.
When should I buy and cool the drinks for a team outing?: Buy non-perishable drinks up to one week ahead and chill them at least 4–6 hours before guests arrive. Put water and non-alcoholic drinks in a separate cooler so they remain easy to reach during the sports activities.

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