Cake contest shopping list

A cake contest needs more than cakes and a judging table. You will need enough plates, forks, cups, serving tools, labels, and drinks for both contestants and guests. This list also covers the items people often arrange too late, such as extension cords for coffee equipment, cake stands for presentation, and waste bins for cleanup. Check quantities against your expected attendance, then separate non-perishable purchases from fresh groceries bought shortly before the event.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Tableclothsqty 8
Stoolsqty 6

Tableware

Dessert platesqty 80
Pastry forksqty 80
Coffee cupsqty 80
Water glassesqty 80
Cake knivesqty 8
Cake standsqty 35
Serving spoonsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Measuring cupsqty 4
Serving tongsqty 8
Cookie Boxesqty 20

Decorations

Competition banner
Buntingqty 4
Table decorationsqty 8

Organization

Clipboardsqty 12
Pensqty 30
Voting blocksqty 70
Table numbersqty 35

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop headsqty 2
Bucketsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries
- Coffee beans - 2 kilos
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Granulated sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Ice cubes - 8 kilos
- Lemons - 12 pieces
- Paper napkins - 200 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Disinfecting wipes - 3 packs
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles
- Paper towels - 6 packs
- Nitrile gloves - 200 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 4 rolls
- Plastic storage containers - 40 pieces
- Label stickers - 100 pieces
- Colored pencils - 2 boxes
- Printing paper - 250 sheets
- Prize ribbon - 3 rolls
- Vouchers - 6 pieces

Tips

Allow one dessert plate and pastry fork per expected taster, plus at least 10% extra for replacements and late arrivals. Keep cake knives and serving spoons at the presentation tables rather than at the coffee station.
Plan two to three drinks per person for the first hour, including coffee, tea, and water. Chill bottled or other cold drinks before guests arrive, and check that you have enough water glasses as well as coffee cups.
Prepare one visible number or label for every cake and print the participant list and judging criteria before setup day. Bring spare pens and at least one extra clipboard so registration or scoring does not stop when supplies go missing.
Count the power points before bringing coffee machines and kettles to the venue. Take extension cords and power strips, and keep cables away from guest routes and serving tables.
Buy prizes early enough to wrap them before the event, rather than leaving this until the room is being set up. Pack prizes, labels, decorations, and judging materials in separate boxes so they are easy to find on arrival.

Frequently asked questions

How many plates and forks do I need for a cake contest?: Plan one dessert plate and one pastry fork per expected taster, then add 10% extra. For 30 tasters, that means at least 33 plates and 33 forks.
How much coffee and tea should I buy for a cake contest?: Allow two to three drinks per person during the first hour, with a mix of coffee, tea, and water. For 30 guests, prepare roughly 60 to 90 drink servings and check that your coffee machines and kettles can handle the volume.
What do I need for cake judging?: Prepare printed judging criteria, a participant list, clipboards, pens, stem blocks or score cards, and a clear number or label for every cake. Have these ready before contestants arrive, ideally at least one day in advance.
When should I buy fresh groceries for a cake contest?: Buy fresh groceries as close to the event as practical, usually one day before or on the day itself. Purchase non-perishable groceries and serving supplies earlier, then check quantities again during final setup.

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