Cake contest shopping list

A cake contest needs more than cakes and a judging table. You’ll need separate supplies for displaying entries, serving samples, recording scores, offering coffee and tea, and clearing up afterwards. This shopping list covers the practical items to buy, borrow or bring before the tasting room is set up. Check quantities against your number of contestants, judges and guests, then arrange anything you need to hire at least one week ahead.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Tableclothsqty 8
Display standsqty 10
Waste binsqty 4

Tableware

Pastry platesqty 60
Pastry forksqty 60
Coffee cupsqty 50
Teaspoonsqty 50
Drinking glassesqty 50
Cake serversqty 6
Cake knivesqty 6
Serving traysqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2

Equipment

Coffee machinesqty 2
Digital scalesqty 2
Extension cordsqty 4

Decorations

Race number cardsqty 20
Table numbersqty 12
Party flagsqty 4
Balloonsqty 40
Prizesqty 3

Cleaning

Dishpanqty 2
Spongesqty 6
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Rooibos tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Whipping cream - 8 spray cans
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Ice cubes - 6 bags
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salty breadsticks - 3 bags
- Mixed nuts - 2 bags
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Apples - 3 kilos
- Lemons - 2 kilos
- Cinnamon - 1 jar
- Vanilla sugar - 2 sachets
- Cocoa powder - 1 pack
- Powdered sugar - 2 packs
- Honey - 1 jar
- Lemon juice - 2 bottles
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Disposable gloves - 2 boxes
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles

Tips

Plan one pastry plate and one pastry fork per expected taster, plus at least 10% extra for replacements and late arrivals. Add drinking glasses if you are serving water or other cold drinks.
Give each cake its own display space and serving tools where possible. Matching table numbers, race number cards and display stands help the jury identify entries without relying on handwritten notes.
For coffee and tea, prepare at least two cups per guest if the reception lasts several hours. Provide extra teaspoons, thermos flasks and kettles so refreshments can be refilled without interrupting judging.
Check cold-storage capacity before shopping for the reception. Cakes with cream, custard or other chilled toppings may need coolers or a cleared refrigerator area until they are ready to serve.
Set aside cleanup supplies before the event starts: at least one dishpan, several sponges and a mop for the tasting room. Place waste bins near the serving tables rather than waiting until the first plates are full.

Frequently asked questions

What do I need for a cake contest judging table?: Prepare a table, tablecloth, chairs, judging forms, pens and clear table numbers. Set it up at least 30 minutes before judging begins so the jury can start without moving display equipment.
How many plates and forks do I need for a cake contest?: Allow one pastry plate and one pastry fork for each planned taster, then add 10% extra. For 50 tasters, prepare at least 55 plates and 55 forks, with more if people are likely to return for another sample.
How much coffee and tea should I buy for a cake contest?: Plan around two cups per guest for a reception lasting two to three hours. For 40 guests, have at least 80 cups available, together with teaspoons, kettles or coffee machines, and thermos flasks for refills.
When should I arrange equipment for a cake contest?: Confirm tables, chairs, coolers, display stands and electrical equipment at least one week before the contest. Set out tableware, signage and judging materials on the day, preferably 60 minutes before guests arrive.

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