What you need for a case competition

A case competition needs more than laptops and a projector. You need reliable presentation equipment, enough tableware for participants and judges, timed refreshments, and a room layout that supports team work. Use the quantities below as a starting point: allow one work table for each team, one chair per attendee, and one jury table for the judging panel. Buy or borrow technical backups before competition day, not when the first team is ready to present.

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What to bring

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

Furniture

Work tablesqty 12
Chairsqty 75
Jury tablesqty 3
Buffet tablesqty 3
Waste binsqty 6

Tableware

Platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving utensilsqty 12

Equipment

Laptopsqty 12
Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Clickerqty 2
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Timersqty 4
Calculatorsqty 12
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving traysqty 8
Serving spoonsqty 8
Thermos flasksqty 6

Decorations

Tableclothsqty 15
Name badgesqty 75
Table number cardsqty 15
Arrows and signageqty 20
Program boardsqty 4

Lighting

LED table lampsqty 8

Cleaning

Broom and dustpanqty 2
Mop and bucketqty 2
Cleaning spongesqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea selection - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Stirrers - 100 pieces
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 10 pieces
- Ice cubes - 8 kilos
- Mini water biscuits - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Carrots - 3 kilos
- Cucumbers - 8 pieces
- Bell peppers - 8 pieces
- Hummus - 2 kilos
- Tortilla chips - 3 bags
- Salsa sauce - 4 jars
- Mini wraps - 80 pieces
- Pistolets - 90 pieces
- Whole grain bread - 8 loaves
- Chicken breast slices - 2 kilos
- Young matured cheese - 3 kilos
- Hummus spread - 1 kilo
- Herb cream cheese - 1 kilo
- Arugula - 1 kilo
- Tomatoes - 3 kilos
- Cucumber - 2 kilos
- Lettuce - 6 heads
- Pasta salad - 6 kilos
- Raw vegetable salad - 5 kilos
- Vegetarian pasta salad - 3 kilos
- Chicken pieces - 4 kilos
- Falafel - 3 kilos
- Pesto sauce - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Cookies - 6 packs
- Brownies - 60
- Vegan muffins - 20 pieces
- Gluten-free rolls - 10 pieces
- Vegan filled wraps - 10 pieces
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Kitchen gloves - 2 boxes

Sports equipment

Whiteboard sheetsqty 12
Whiteboard markersqty 36
Pensqty 80
Pencilsqty 40
Notepadsqty 75
Scratch paperqty 500
Presentation cardsqty 20
Jury formsqty 30
Score envelopesqty 12
Prizesqty 3
Medal ribbonsqty 12
Certificatesqty 75
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Spare batteriesqty 24

Tips

Allow one work table and one laptop per team, plus one presentation laptop at the front. Bring at least one HDMI cable and one compatible adapter for every presentation connection you expect to use, with one spare set.
Plan one chair per participant, judge and organiser, then add two spare chairs. Provide a separate jury table and enough buffet table space to keep food, drinks and presentation materials apart.
For a half-day competition, budget two to three drinks per person for the first hour and one drink per person for each additional hour. Chill drinks in coolers before guests arrive and keep water available throughout the presentations.
Count tableware against actual attendees: one plate, dessert plate, glass, knife, fork and spoon per person, plus 10% spare. Keep serving utensils separate so participants do not use personal cutlery at the buffet.
Test the projector, screen, speakers, microphones, clicker, timers and presentation laptop at least 60 minutes before registration. Put extension cords and power strips along safe routes and keep one timer visible to every presenting team.

Frequently asked questions

What food and drinks do I need for a case competition?: For a half-day event, plan two to three drinks per person in the first hour and one per person for each later hour. Buy snacks for every participant, judge and organiser, plus about 10% extra, and provide one plate, glass and set of cutlery per person.
How many tables and chairs do I need for a case competition?: Use one work table per team and one chair for every participant, judge and organiser. Add two spare chairs and provide a separate jury table; include buffet tables if food and drinks are served in the room.
What presentation equipment is needed for a case competition?: Prepare one laptop per team, one presentation laptop, a projector, projection screen, clicker, speakers and microphones where needed. Have at least one HDMI cable and adapter per expected connection, plus one spare set, and test everything 60 minutes before registration.
When should I prepare the case competition supplies?: Order prizes, food and drinks at least 5–7 days ahead, depending on availability. Print case files and participant lists 1–2 days before the event, then sort materials, chill drinks and set up the room on the day itself.

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