What you need for an art competition

An art competition needs more than paper and paint. You will need a clear registration point, numbered entries, a workable judging setup, display equipment and enough supplies for participants and visitors. Plan refreshments separately from art materials, and keep spare power, lighting and printing equipment available. This shopping list helps you check the practical items before entries arrive, including tables, easels, jury materials, certificates, prizes and the small supplies that are easy to overlook.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Registration desk
Judges' table
Clothing rack
Waste binsqty 6
Exhibition wallsqty 10
Easelsqty 20

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Power stripsqty 6
Extension cordsqty 6
Laptopsqty 2
Printer
Flashlightsqty 4

Art supplies

Sketchbooksqty 30
Drawing paperqty 200
Colored pencilsqty 20
Graphite pencilsqty 40
Erasersqty 30
Pencil sharpenersqty 15
Acrylic paint setsqty 12
Brush setsqty 20
Palletsqty 20
Mixing bowlsqty 30
Water cupsqty 30
Apronsqty 30
Clayqty 15
Modeling knivesqty 15
Glue bottlesqty 20
Scissorsqty 20
Craft cardboardqty 100
Color markersqty 20

Presentation

Project labelsqty 100
Directional signsqty 12
Information boardsqty 6
Clipboardsqty 12
Clipboardsqty 50
Photo framesqty 10
Ballot boxesqty 2
Jury formsqty 20
Ballot slipsqty 150
Certificatesqty 20
Prizesqty 3
Ribbonsqty 3
Tableclothsqty 14
Barrier tapeqty 2
Ropeqty 2
Cable tiesqty 100
Painter's tapeqty 12
Sticky tackqty 10
Pensqty 40
Permanent markersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Stirrers - 150 pieces
- Mineral water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa sauce - 3 jars
- Salted peanuts - 3 bags
- Snack nuts - 3 bags
- Mini cucumbers - 3 tubs
- Carrots - 3 bags
- Grapes - 4 bunches
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini muffins - 60 pieces
- Cookies - 6 packs
- Crackers - 5 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cheese slices - 3 packs
- Cucumber - 6 pieces
- Cherry tomatoes - 6 tubs
- Grape juice - 3 packs
- Lemons - 6 pieces
- Ice cubes - 6 bags
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan one registration desk with a laptop and printer, plus entry numbers, jury forms and spare paper. Print the entry list and certificates before the event so a printer problem does not delay registration or judging.
For each participant, prepare more than one sheet of drawing paper, a graphite pencil, an eraser and a sharpener. Add shared colored pencils, acrylic paint sets and brush sets only after estimating how many people will work at the same time.
Allow at least one table for registration, one judges’ table and enough display surfaces for the entries. Add easels or exhibition walls before buying decorative items; artwork cannot be judged or viewed properly if it has nowhere to go.
Set up separate refreshment supplies: glasses, coffee cups, plates, cutlery sets, serving platters and pitchers. Provide at least two pitchers for each serving area and keep coolers ready for perishables rather than relying on room-temperature storage.
Pack extension cords, power strips and flashlights with the equipment, not in a separate last-minute box. Check laptops, coffee machines, kettles and the printer at least one day before the competition, and keep waste bins near both the work area and refreshments.

Frequently asked questions

What supplies do I need for an art competition?: At minimum, prepare drawing paper, sketchbooks, graphite pencils, colored pencils, erasers and pencil sharpeners. If the competition includes painting, add acrylic paint sets and brush sets, with enough shared sets for the number of people working at once.
How many tables do I need for an art competition?: Plan for at least three tables: one registration desk, one judges’ table and one working or refreshments table. Add more tables when participants need space to create or when serving and judging happen in separate areas.
What should I buy for displaying art competition entries?: Use exhibition walls or easels according to the size and format of the entries. Check the display plan at least 1 week before the event and make sure every registered entry has an assigned number and a visible place.
When should I buy prizes and print certificates?: Buy prizes as soon as the judging categories and number of awards are confirmed, preferably at least 1 week before the competition. Print certificates after the entry list is final, then keep 2 or 3 blank copies for spelling corrections or late changes.

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