What you need for a hackathon

A hackathon needs more than laptops and coffee. You need enough power and network equipment for every participant, presentation gear for the final demos, and food and tableware that can keep up with a long working day. This shopping list covers the items to buy, borrow or bring before participants arrive. Check quantities against your registration list, then add a small buffer for late sign-ups, damaged cables and extra servings.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 18
Chairsqty 70
Registration desk
Bar stoolsqty 4

Equipment

Laptopsqty 4
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone standsqty 2
HDMI cablesqty 4
USB-C adaptersqty 6
Extension cordsqty 12
Power stripsqty 18
Power banksqty 6
Wi-Fi router
Ethernet cablesqty 10
Label printer
Cable traysqty 12
Cable tiesqty 100
PowerPoint clickersqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 6
Water jugsqty 8
Washing-up bowlsqty 3

Catering

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Buffet platesqty 6
Tablecloth rollsqty 4
Menusqty 8
Food labelsqty 40
Drink dispensersqty 3
Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Sparkling water - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Kaiser rolls - 60 pieces
- Chicken breast slices - 3 kilograms
- Mild cheese - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 1 kilogram
- Lettuce - 12 heads
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Cherry tomatoes - 3 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 4 kilograms
- Mandarins - 5 kilograms
- Yogurt - 8 kilograms
- Granola - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Mixed nuts - 3 kilogram
- Muesli bars - 100 pieces
- Cookies - 8 packs
- Chocolate bars - 80 pieces
- Popcorn - 6 bags
- Pizzas - 30 pieces
- Vegetarian pizzas - 12 pieces
- Vegan pizzas - 8 pieces
- Gluten-free sandwiches - 12 pieces
- Gluten-free cookies - 4 packs
- Vegan toppings - 2 kilogram
- Vegan cheese - 1 kilogram
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Mustard - 3 bottles
- Pizza sauce - 6 jars
- Olive oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 4 grinders
- Italian herbs - 2 jars
- Chili flakes - 2 jars
- Paprika powder - 2 jars
- Ice cubes - 20 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 8 packs
- Bandages - 2 boxes
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Ballpoint pens - 100 pieces
- Pencils - 50 pieces
- Highlighters - 30 pieces
- Paper cups for takeaway - 100 pieces

Decorations

Name badgesqty 80
Lanyardsqty 80
Team stickersqty 80
Directional signsqty 12
Whiteboard sheetsqty 12
Sticky notesqty 20
Flipchart padsqty 4
Notice boardsqty 4
Table décorqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Measuring cupsqty 3
Aluminum foilqty 2
Cling filmqty 2
Storage boxesqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Lighting

Desk lampsqty 12
Mood lightingqty 4

Tips

Plan one laptop and charger per participant, plus at least 10% spare charging capacity if teams are sharing equipment. Count power strips and extension cords by table, not just for the room as a whole.
Provide at least one Ethernet cable or reliable Wi-Fi connection for each team that needs stable access. Test the router, network and adapters before shopping day so missing connectors do not delay setup.
For a full-day hackathon, budget roughly 2–3 drinks per person during the first hour and 1–2 per person for each additional hour. Add extra coffee, cups and water for mentors, judges and organisers.
Match tableware to the catering format: count one plate and cutlery set per meal, two reusable cups per person if cups will not be washed during the event, and extra serving utensils for shared dishes.
Pack the demo kit separately: projector, projection screen, speakers, microphone, stands, HDMI cables, USB-C adapters and a clicker. Bring at least one compatible video adapter and test every presentation connection before judging starts.

Frequently asked questions

How many laptops do I need for a hackathon?: Plan for one laptop per participant if attendees bring their own devices, or one available laptop per participant if equipment is provided. Add 10% spare capacity where possible, so a 50-person hackathon needs about 55 usable laptops or backup devices.
How much coffee and water should I buy for a hackathon?: For a full-day event, allow about 2–3 drinks per person in the first hour and 1–2 drinks per person per hour afterward. For 50 people, that means preparing at least 100–150 drinks for the opening period, then replenishing throughout the day.
How many power strips and extension cords are needed?: Start with one power strip per worktable and at least one extension cord for every two tables, then check the venue’s outlets. For 10 tables, prepare 10 power strips and 5 or more extension cords, with cable ties or trays to keep walkways clear.
What presentation equipment do I need for hackathon demos?: Prepare a projector, screen, speakers, microphone, microphone stand, HDMI cables, USB-C adapters and a presentation clicker. Test the complete setup at least 2 hours before demos begin, and keep one spare adapter available.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.