Sports Day Hire: Outdoor Furniture, Catering and Equipment

Sports days, whether for a school or a company, need furniture and equipment across two distinct areas: spectator seating and catering. Getting both right makes the day comfortable for participants and visitors.

Spectator Seating

Spectators at a sports day spend long stretches watching from the sidelines, which means they need somewhere to sit. Outdoor folding tables and chairs along the edge of the track or field give parents and colleagues a base for the day. Allow one chair per spectator and one table per four to six chairs.

For a school sports day of 200 spectators, 200 folding chairs and 35 to 40 folding tables is a starting point. Arrange tables in rows along the track to keep the viewing area clear and allow spectators to move between groups.

Shade and Shelter

Summer sports days can be hot. Gazebos provide shade for spectators and a sheltered area for the finish line or medal ceremony. A 3m x 3m gazebo covers a small team table or a drinks point. For a larger covered area, multiple gazebos placed end to end give a continuous sheltered run.

If the weather turns, a gazebo also keeps the registration and results table dry. A basic gazebo setup is worth including in the plan even for events scheduled in summer, as outdoor events in England are always weather-dependent.

Registration Tables

A sports day registration point needs a flat surface for sign-in sheets, timing equipment, and results boards. Two or three trestle tables set end to end give enough workspace for two or three staff. Trestle tables are available in 4ft and 6ft lengths and can be repositioned during the day as activities move around the site.

BBQ Catering

Many sports days include a catering element. A BBQ setup needs a prep table alongside the grill and a second table for finished food and serving. Catering equipment hire covers the table side of a BBQ setup, including chafing dishes for keeping food warm and serving utensils. The BBQ grill itself needs to be sourced separately.

For a school sports day with 100 families, a two-table prep and service setup is workable. For a corporate sports day with a catering team, a larger surface area and more equipment will be needed depending on the menu.

Hot Drinks

Even on warm days, some guests want tea or coffee. A hot water urn on a separate table from the food service keeps the drinks queue clear. For a sports day with 100 to 150 guests, a single large urn is enough for hot drink provision over a half-day event.

Corporate Sports Days

Corporate sports days often include a sit-down lunch between activities. Rectangular tables with chairs in a marquee or indoor space supplement the outdoor furniture. Round tables work for less formal, social lunch formats.

A corporate sports day with 80 participants needing a sit-down lunch requires 10 tables of 8, 80 chairs, and tablecloths. Add crockery and glassware if the caterer is not supplying their own.

Weather Contingency

Plan for both sun and rain at any outdoor event. Gazebos or small marquees give a covered fallback for spectators and catering. A large marquee can serve as the main event space if the weather forces activities indoors. Book cover early, as gazebos and marquees are in high demand from May through to September.

Delivery and Setup

Expo Hire delivers across England and Wales. Delivery the day before a sports day allows time for the full setup, including testing urn equipment and positioning gazebos. See the carriage guide for delivery rates. Expo Hire's minor damage waiver covers accidental breakages during the event period.

See also: village fete hire checklist and children's party hire guide.