What do you need for a hackathon?

A hackathon needs more than laptops and good ideas. Participants need reliable power, network access, places to work, food, drinks and clear presentation equipment. This shopping list covers the practical supplies for registration, team work, catering and judging. Use your confirmed attendee count to calculate quantities, then check deliveries and test the Wi-Fi, cables and adapters before the event day.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Judges' tableqty 2
Stoolsqty 8

Equipment

Laptopsqty 6
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Extension cordsqty 20
Extension cordsqty 20
HDMI cablesqty 5
USB-C adaptersqty 8
Charging stationsqty 4
Wi-Fi access pointsqty 3
Network Switchesqty 3
Network cablesqty 30
Whiteboardsqty 6
Markersqty 30
Power banksqty 6

Tableware

Platesqty 75
Bowlsqty 70
Glassesqty 80
Coffee cupsqty 70
Knivesqty 75
Forksqty 75
Spoonsqty 75

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 5
Coolersqty 4
Serving plattersqty 8
Serving tongsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3

Decorations

Name stickersqty 80
Badgesqty 80
Badge holdersqty 80
Tableclothsqty 14
Directional signsqty 12
Tapeqty 6
Scissorsqty 4
Fabric bannersqty 4
Prize trophiesqty 3
Certificatesqty 70

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 120 bags
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Mini croissants - 80 pieces
- Mini rolls - 80 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 1.5 kilos
- Jam - 3 jars
- Peanut butter - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Wraps - 100 pieces
- Chicken breast - 5 kilos
- Falafel - 3 kilos
- Rice - 5 kilo
- Pasta - 5 kilos
- Pasta sauce - 8 jars
- Pesto - 4 jars
- Grated cheese - 2 kilos
- Bell peppers - 20 pieces
- Onions - 3 kilos
- Garlic - 6 bulbs
- Mushrooms - 3 kilo
- Zucchini - 8 pieces
- Carrots - 3 kilos
- Cucumber salad - 2 kilos
- Green salad - 4 kilos
- Bread - 12 loaves
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Chili sauce - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Nut mix - 3 kilo
- Popcorn - 4 bags
- Apples - 70 pieces
- Bananas - 50 pieces
- Grapes - 5 kilos
- Muesli bars - 80 pieces
- Cookies - 8 packs
- Chocolate bars - 80 pieces
- Yogurt - 70 cups
- Granola - 3 kilos
- Vegan snacks - 40 pieces
- Gluten-free sandwiches - 12 pieces
- Gluten-free wraps - 12 pieces
- Vegan cheese - 1 kilo
- Vegan toppings - 1 kilo
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces

Tips

Plan one usable workspace per participant, with a chair, power access and enough table space for a laptop. Keep several extension cords, HDMI cables and USB-C adapters available for different devices.
For drinks, allow two to three servings per person during the first hour, then about one serving per person for each additional hour. Chill water and soft drinks before doors open and keep extra cups near the catering table.
Buy or bring serving ware for the full headcount, plus roughly 10% spare plates, bowls, glasses, coffee cups, knives, forks and spoons. Dietary requirements should be matched against the final registration list before ordering catering.
Prepare network equipment for the busiest moment, not the average one: test every Wi-Fi access point, network switch and network cable with the expected number of connected laptops at least 24 hours in advance.
Reserve presentation and judging equipment before the event week. Check the projector, screen, speakers, microphones, microphone stands, charging stations and power banks together, and keep the presentation cables and adapters in one labelled kit.

Frequently asked questions

How many laptops do I need for a hackathon?: Plan for one laptop per participant unless attendees are explicitly bringing their own. If laptops are supplied, match the quantity to the final registration list and keep at least 5% extra devices or an alternative workstation available.
How much food and drink should I buy for a hackathon?: Use the confirmed attendee count as the base quantity. Budget two to three drinks per person for the first hour, then one per person per additional hour, and order catering only after dietary requirements have been collected.
How many power outlets and extension cords are needed for a hackathon?: Provide power access at every workspace and avoid relying on one outlet for a whole room. Count the laptops, charging stations, projectors and audio equipment, then bring enough extension cords for every planned connection plus at least two spare cords.
When should I test the Wi-Fi and presentation equipment?: Run a full test at least 24 hours before the hackathon, using the expected number of connected laptops if possible. Repeat a quick check when the venue opens, before participants arrive, because cables, adapters and network settings are easy to overlook.

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