What to Buy for a Design Contest

A design contest needs more than tables and materials. You also need a clear registration point, numbered participant kits, a working judging table, presentation equipment, and enough serving ware for breaks. Use this shopping list alongside your event plan to check the venue before buying anything. Count one workstation per participant, then add shared equipment such as a projector, microphone, extension cords, and power strips where needed.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Bar stoolsqty 6
Coat rackqty 2
Waste binsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 8
Chargersqty 6
Camera

Kitchen

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Cutting boardsqty 3
Knivesqty 6

Tableware

Platesqty 80
Bowlsqty 30
Glassesqty 100
Cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12

Decorations

Tableclothsqty 12
Buntingqty 8
Name card holdersqty 30
Photo backdrop
Prize tablesqty 2

Lighting

String lightsqty 6
Standing lampsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2

Sports equipment

Barrier tapeqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea - 3 boxes
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Mini wraps - 80 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb cream cheese - 3 tubs
- Smoked chicken breast - 2 packs
- Young cheese - 2 kilos
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Mixed nuts - 4 bags
- Cookies - 6 packs
- Brownies - 60
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 200 pieces
- Stir sticks - 200 pieces
- Paper cups - 100 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Name stickers - 100 pieces
- Ballpoint pens - 80 pieces
- Jury forms - 30 copies
- Ballots - 100 pieces
- Prizes and gift vouchers - 6 pieces
- Thank-you cards - 30 copies

Tips

Plan one complete competition kit per participant, plus at least 10% extra supplies for damaged, missing, or last-minute items. Label each kit with the participant’s competition number before doors open.
Provide one table and chair for every participant, with a separate table for the judges and another for registration. Check the room layout in advance so cables do not cross walkways.
Count cups, plates, glasses, and cutlery for the full guest list, then add 10% extra. Drinks are easy to underestimate when judges, organisers, and participants all use the refreshment area.
Test the laptop, projector, screen, speakers, and microphone at least 60 minutes before registration starts. Bring enough extension cords, power strips, and chargers to reach every workstation safely.
Set aside clearly marked bins, a coat rack, tablecloths, signage holders, and name card holders before setup begins. These small items are often forgotten until participants are already arriving.

Frequently asked questions

What do I need for a design contest?: Plan for one workstation and one competition kit per participant, plus a judges’ table, registration desk, signage, and presentation equipment. You will also need seating, refreshments, serving ware, waste bins, and safe access to power.
How many tables do I need for a design contest?: Start with one table per participant, then add at least one judges’ table, one registration table, and a serving table if catering is not self-contained. Confirm the room dimensions before finalising the order.
How many design contest kits should I prepare?: Prepare one kit for every confirmed participant and add 10% extra. For example, 30 participants require 33 kits, giving you three replacements for damaged or missing materials.
When should I test the design contest equipment?: Test the laptop, projector, speakers, microphone, chargers, and power connections at least 60 minutes before registration. Keep a spare extension cord and power strip available in case the room layout changes.

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