What to buy for a youth tournament

A youth tournament needs more than footballs and medals. Plan supplies for registration, matches, refreshments, changing areas and a weather change, especially when several teams arrive at once. This shopping list covers the practical equipment: goals, cones, bibs, whistles, scoreboards, tables, cups, coolers and shelter. Check what the venue already provides before buying, then match quantities to the number of teams, fields and expected parents.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Tableclothsqty 8
Clothes racksqty 4

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 30
Pouring jugsqty 8
Serving plattersqty 12

Sports equipment

Youth Footballsqty 16
Match ballsqty 8
Conesqty 80
Marker conesqty 80
Mini goalsqty 8
Goalkeeper glovesqty 4
Team bibsqty 80
Whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 8
Ground anchorsqty 16
Measuring tapesqty 4

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 4
Power banksqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Bread knivesqty 3
Serving tongsqty 8
Serving spoonsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Buntingqty 8
Balloonsqty 100
Tournament banner
Directional signsqty 12
Name badgesqty 150

Lighting

Outdoor lightsqty 6
String lightsqty 4

Cleaning

Waste binsqty 10
Trash bag holdersqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Sponge clothsqty 20
Hand soap dispensersqty 4
Hand sanitizerqty 6

Catering

Groceries
- Still water - 120 bottles
- Sparkling water - 48 bottles
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Sinas - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Ice tea - 18 bottles
- Sports drink - 48 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Mints - 1 box
- Lemon juice - 2 bottles
- Butter - 2 tubs
- Sandwiches - 180 pieces
- Wholemeal rolls - 60 pieces
- Kaiser rolls - 60 pieces
- Currant buns - 60 pieces
- Cheese slices - 3 kilos
- Ham slices - 2 kilo
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Peanut butter - 3 jars
- Apple syrup - 2 jars
- Jam - 3 jars
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Cherry tomatoes - 3 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Mandarins - 8 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Muesli bars - 180 pieces
- Whole wheat cookies - 120 pieces
- Liga cookies - 120 pieces
- Mini currant buns - 120 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Yogurt dressing - 2 bottles
- Peanut sauce - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Herb butter - 2 tubs
- Ice cubes - 12 bags
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Teaspoons - 100 pieces
- Stir sticks - 200 pieces
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Toilet cleaner - 2 bottles
- Hand soap - 4 refills
- Bandages - 4 boxes
- Gauze bandages - 2 boxes
- Elastic bandages - 8 pieces
- Cold compresses - 12 pieces
- Disposable gloves - 2 boxes
- Sunscreen - 6 bottles
- Sparkling lemonade - 12 bottles
- Sugar-free lemonade - 6 bottles
- Herbal tea - 1 box
- Gluten-free sandwiches - 12 pieces
- Vegan spreads - 2 packs
- Lactose-Free Yogurt - 12 cups
- Nut-free cookies - 3 packs
- Ice cream bars - 180 pieces
- Chocolate coins - 200 pieces
- Price tags - 30 pieces
- Gift bags - 30 pieces

Tips

Allow at least one set of team bibs per playing field, plus a spare set for substitutions or a colour clash. Count your fields before shopping rather than buying for the total number of teams.
Prepare one match ball for every active field and keep at least two spare balls at the control table. Youth footballs and match balls may be different sizes, so check the age group first.
Set up a drinks station with reusable cups, pouring jugs, coolers and thermos flasks. Chill drinks several hours before the first match; a last-minute trip to the shop is difficult once games have started.
Bring one whistle and stopwatch for each referee or field, then add one spare of each. Scoreboards, marker cones and printed competition forms should be kept together at the registration or competition desk.
Pack weather cover before the forecast looks uncertain: party tents need ground anchors, and tables, chairs and extension cords should be suitable for outdoor use. Test the sound system and microphones at least one day before the tournament.

Frequently asked questions

How many footballs do I need for a youth tournament?: Plan one match ball per active field, plus two spare balls for the whole tournament. For four fields, that means four match balls and two spares; add youth footballs if warm-ups or younger age groups need them.
How many whistles and stopwatches are needed?: Buy or bring one whistle and one stopwatch per field, plus one spare whistle and stopwatch. A six-field tournament therefore needs at least seven whistles and seven stopwatches.
How many reusable cups should I buy for a youth tournament?: Allow two reusable cups per participant for a short tournament, including players, officials and volunteers. For 120 people, prepare at least 240 cups and add extra if cups will not be rinsed during the day.
When should I buy and chill drinks for the tournament?: Buy drinks one to two days before the event and chill them at least four hours before the first match. Keep a separate reserve in coolers so the drinks station can be refilled without interrupting registration or games.

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