What you need for a drawing contest

A drawing contest needs more than paper and pencils. You’ll need separate supplies for participants, a registration desk, judges, refreshments, prizes, and printed forms. Buy drawing materials with spares so one missing pencil or blunt sharpener does not interrupt the competition. Plan the room setup at least a few hours ahead, and check equipment such as the printer, timer, camera, and extension cords before participants arrive.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Jury tablesqty 2
Waste binsqty 6

Art supplies

Drawing paperqty 150
Sketchbooksqty 60
Graphite pencilsqty 120
Colored pencilsqty 120
Finelinersqty 80
Wascoqty 60
Markersqty 60
Erasersqty 70
Sharpenersqty 20
Rulersqty 20
Pencil cupsqty 20
Table coversqty 12

Equipment

Timerqty 2
Laptop
Printer
Camera
Extension cordsqty 4

Tableware

Reusable cupsqty 80
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Serving plattersqty 8

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Paper garlandsqty 8
Balloonsqty 100
Directional signsqty 12
Prize trophiesqty 3

Lighting

Table lampsqty 12

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Broom setsqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Iced tea - 4 bottles
- Lemons - 12 pieces
- Ice cubes - 8 bags
- Mini rolls - 120 pieces
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Hummus - 8 tubs
- Butter - 3 packs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Jam - 3 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cheese crackers - 6 packs
- Salted sticks - 4 bags
- Sirup waffles - 6 packs
- Cookies - 6 packs
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 4 kilograms
- Napkins - 8 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles

Tips

Allow at least 1 complete drawing kit per participant, plus 10–15% extra paper, pencils, erasers, and sharpeners. Spares prevent the contest from stopping when supplies are lost or damaged.
Provide 1 table for every 4–6 participants, then add separate tables for registration and the jury. Check the venue’s table and chair capacity before shopping for anything else.
Prepare 1 name badge, competition number, and printed competition form per participant, plus 10% spare copies. Print prize certificates before the event rather than relying on the venue printer during registration.
Set aside 1 timer for the competition and test it on the day before opening. Bring extension cords for the laptop, printer, camera, kettles, or any other equipment that must be placed away from wall sockets.
Plan refreshments separately from art supplies: bring reusable cups, plates, cutlery, serving platters, kettles, thermos flasks, and coolers, with enough table space to keep drinks away from drawings and pencils.

Frequently asked questions

How much drawing paper do I need for a drawing contest?: Allow at least 2 sheets per participant for the competition, plus 10–15% extra for mistakes, damaged paper, and late registrations. Keep the spare sheets at the registration or supply table.
How many pencils should I buy for a drawing contest?: Provide at least 1 complete pencil set per participant, with 10–15% extra graphite pencils, colored pencils, erasers, and sharpeners. Extra supplies are especially useful when participants share tables.
What do I need for the drawing contest registration desk?: Prepare 1 registration desk, participant forms, name badges, competition numbers, a laptop if registrations are handled digitally, and a printer for last-minute copies. Have the desk ready at least 30 minutes before registration opens.
How many tables and chairs are needed for a drawing contest?: Use roughly 1 drawing table for every 4–6 participants, with 1 chair per participant. Add separate tables for registration and the jury, and confirm the venue layout at least 1 day before the contest.

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