Drawing contest shopping list

A drawing contest needs more than paper and pencils. You will also need enough table space, spare drawing materials, drinks, serving items and a way to protect clothing and finished work. This shopping list covers the supplies used for the competition, registration and awards setup. Check quantities against your confirmed participant count, then add a small buffer for damaged materials, spills and last-minute registrations.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 60
Registration desk
Judges' table
Waste binsqty 4
Clothes racksqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee maker
Extension cordsqty 3
Power stripsqty 3
Speaker

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Thermos flasksqty 4

Sports equipment

Drawing paperqty 80
Sketchbooksqty 60
Pencil setsqty 60
Colored pencil setsqty 60
Marker pen setsqty 30
Wasco chalk setsqty 30
Erasersqty 70
Pencil sharpenersqty 30
Rulersqty 30
Clipboardsqty 60
Apronsqty 30
Drying racksqty 6
Notice boardsqty 8
Clothespinsqty 100
Coloring pagesqty 30
Ballot slipsqty 100
Race numbersqty 80
Serving traysqty 4

Decorations

Balloonsqty 50
Buntingqty 6
Tableclothsqty 12
Trophiesqty 3
Medal ribbonsqty 3
Photo framesqty 3

Lighting

LED string lightsqty 4
Standing lampsqty 2

Cleaning

Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Washing-up basinsqty 2
Towelsqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice pops - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Popcorn - 3 bags
- Mini raisins - 50 pieces
- Cookies - 5 packs
- Brownies - 50 pieces
- Mini wraps - 60 pieces
- Hummus - 4 tubs
- Young cheese - 1,5 kilo
- Chicken breast topping - 1 kilo
- Cucumbers - 6 pieces
- Bell peppers - 6 pieces
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Gluten-free crackers - 3 packs
- Vegan cookies - 3 packs
- Napkins - 300 pieces
- Stirrers - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 24 rolls

Tips

Plan one complete drawing kit per participant, then add at least 10% extra paper, erasers and pencils. A few spare kits prevent the competition from stopping when something is lost or broken.
Give each participant a stable work surface and a clipboard if tables may be crowded. Put pencil sharpeners and spare erasers where contestants can reach them without leaving the competition area.
Buy or bring enough aprons for anyone using markers, chalk or other messy materials. Keep waste bins close to the drawing tables so pencil shavings and used paper do not collect on the floor.
Set aside separate cups for cold drinks and coffee or tea. Prepare at least one extra serving platter and a few additional reusable cups, plates and cutlery sets for unexpected guests.
Allow drying space before the awards ceremony. Drying racks keep finished drawings flat and visible, while rulers and clipboards help judges handle entries without bending them.

Frequently asked questions

How many drawing supplies do I need per participant?: Prepare one basic kit per registered participant, including paper or a sketchbook, pencils, an eraser and access to the chosen colouring materials. Add roughly 10% extra for breakage, loss and late registrations.
How much extra paper should I buy for a drawing contest?: Buy enough for at least two working sheets per participant if the contest allows revisions, plus 10% spare sheets. For 30 participants, that means at least 66 sheets when using two sheets each.
What refreshments do I need for a drawing contest?: For the first hour, allow two to three drinks per person, then one drink per person for each additional hour. Bring separate supplies for cold drinks and hot drinks, including cups, plates, cutlery and serving platters.
When should I prepare the drawing kits?: Put the kits together at least one day before the contest. Keep a separate reserve of around 10% extra materials so missing pencils, damaged paper or last-minute participants can be handled immediately.

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