Datathon shopping list: what to buy and bring

A datathon needs more than laptops and coffee. Teams need reliable power, network access, presentation equipment and clearly labelled materials from registration through judging. Plan quantities around the number of participants, teams and judges, then add a small backup supply for cables, adapters, cups and stationery. This list focuses on the items that are easiest to underestimate or arrange too late, including chargers, network hardware, serving equipment and presentation essentials.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 65
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Equipment

Laptopsqty 10
Laptop chargersqty 10
Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
VGA adaptersqty 2
Wireless microphone
Speakersqty 2
Network Switchesqty 3
Wi-Fi router
Ethernet cablesqty 25
Power stripsqty 18
Extension cordsqty 12
USB sticksqty 10
Timersqty 3

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving tongsqty 6
Serving spoonsqty 4
Bread knivesqty 2
Measuring cupsqty 2
Aluminum foilqty 3
Cling filmqty 3

Decorations

Name badge holdersqty 70
Paper tableclothqty 14
Directional signsqty 8
Whiteboardsqty 6
Flip chartsqty 3
Markersqty 24
Sticky notesqty 20
Pensqty 80
Notepadsqty 70
Name stickersqty 80
Prize trophiesqty 3
Certificate foldersqty 60

Cleaning

Washing-up tubsqty 3
Dish brushesqty 3
Trash binsqty 6
Hand broomsqty 2
Can openersqty 2
Cleaning glovesqty 6

Lighting

Desk lampsqty 10
Spare batteriesqty 24

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 6 bottles
- Sparkling water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 10 pieces
- Ice cubes - 5 bags
- Croissants - 70 pieces
- Mini bake-off rolls - 80 pieces
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Wholemeal rolls - 30 pieces
- Butter - 4 packs
- Strawberry jam - 3 jars
- Peanut butter - 3 jars
- Hummus - 6 tubs
- Young cheese - 2 kilograms
- Cooked ham - 1,5 kilograms
- Chicken breast slices - 1,5 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Coffee rolls - 70 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 3 bags
- Rice cakes - 4 packs
- Apples - 70 pieces
- Bananas - 70 pieces
- Grapes - 5 kilograms
- Snack Tomatoes - 3 kilograms
- Wraps - 80 pieces
- Falafel - 3 kilograms
- Chicken strips - 4 kilograms
- Rice - 5 kilograms
- Pasta - 4 kilograms
- Pasta sauce - 8 jars
- Diced tomatoes - 8 cans
- Vegetable mix - 8 kilograms
- Corn - 8 cans
- Kidney beans - 8 cans
- Grated cheese - 2 kilogram
- Feta - 1 kilogram
- Garlic - 6 bulbs
- Onions - 3 kilograms
- Peppers - 3 kilograms
- Zucchini - 2 kilogram
- Mushrooms - 2 kilogram
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Chili powder - 1 jar
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Sambal - 2 jars
- Yogurt - 4 kilogram
- Muesli - 3 packs
- Cookies - 8 packs
- Brownies - 70 pieces
- Vegan brownies - 15 pieces
- Gluten-free rolls - 10 pieces
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Coffee filters - 100 pieces
- Food storage containers - 20 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Paper towels - 6 packs
- Hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles
- Trash bags - 50 pieces

Tips

Plan one working laptop and charger per participant or team member, then keep at least two spare chargers available. Test every laptop, charger and presentation device before participants arrive.
Count power strips and extension cords by table rather than by room. A practical starting point is one power strip for every four to six seats, with extension cords routed before the event opens.
Prepare network equipment for peak use: provide enough Ethernet cables for wired teams, test the Wi-Fi router and network switches, and keep one spare cable and adapter for last-minute failures.
For a full-day datathon, allow two to three drinks per person during the first hour and refill points throughout the day. Match coffee cups, glasses, plates, forks, knives and spoons to the headcount, adding roughly 10% extra.
Pack presentation backups before judging starts: keep the presentation laptop, projector cables, HDMI cables, VGA adapters, USB sticks and timers together in one labelled kit. Do not assume every team will bring a compatible adapter.

Frequently asked questions

What equipment do I need for a datathon?: For each participant or team member, provide access to a working laptop, charger and network connection. Also prepare a projector, screen, presentation laptop, HDMI cables, VGA adapters, power strips, extension cords, a router and network switches.
How many laptops do I need for a datathon?: Plan one laptop per person if participants work individually, or one per team member if teams share work. Add at least two spare laptops or arrange a clear backup plan, and test all devices and chargers at least one day beforehand.
How much food and drink should I buy for a datathon?: For drinks, allow two to three servings per person during the first hour and continue replenishing during the day. Buy tableware for the full participant, mentor and judge count, plus about 10% extra to cover replacements.
Which cables and adapters should I bring to a datathon?: Bring HDMI cables, VGA adapters, USB sticks, power strips and extension cords, with at least one spare of each commonly used presentation adapter. Check the projector and presentation laptop together no later than the day before.

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