What you need for a hackathon

A hackathon needs more than laptops and Wi-Fi. You also need reliable power, presentation equipment, registration supplies, tableware and enough furniture for teams, mentors and judges. This shopping list helps you cover the items people often arrange too late, especially adapters, network cables, chargers and signage materials. Check quantities against your participant count, team size and venue layout before shopping.

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What to bring

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

Furniture

Work tablesqty 12
Chairsqty 70
Judges' table
Registration desk
Stoolsqty 8
Tableclothsqty 6

Equipment

Projector
Projection screen
Laptops for the organizing teamqty 4
Microphone
Speakersqty 2
Wi-Fi routersqty 2
Network Switchesqty 2
Network cablesqty 12
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 12
Extension cordsqty 12
USB chargersqty 8
Power banksqty 6
Presentation clicker
Stopwatchqty 2
Label printer
Camera

Tableware

Coffee cupsqty 70
Glassesqty 80
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving plattersqty 10
Serving trays with lidsqty 6
Serving jugsqty 4
Storage binsqty 12

Decorations

Name badgesqty 70
Badge holdersqty 70
Table number cardsqty 12
Directional signsqty 12
Jury signsqty 4
Prize trophiesqty 3
Prize vasesqty 3
Flagsqty 4
Whiteboardsqty 8
Whiteboard markersqty 24
Sticky notesqty 20
Markersqty 30
Pensqty 80
Notepadsqty 70
Flipchart padsqty 4
Jury formsqty 80
Program leafletsqty 70
Wristbandsqty 70

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Vacuum cleaner
Mop setsqty 2
Cleaning bucketsqty 2
Microfiber clothsqty 12

Lighting

Table lampsqty 12
Light Stripsqty 3
Flashlightsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 3 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Sandwiches - 90 pieces
- Wholemeal bread - 6 loaves
- Mini croissants - 80 pieces
- Butter - 4 tubs
- Cream cheese - 6 tubs
- Hummus - 8 tubs
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Chicken breast topping - 3 kilos
- Raw ham - 2 kilos
- Vegetarian slices - 2 kilo
- Egg - 60 pieces
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Arugula - 8 bags
- Lettuce - 6 heads
- Avocado - 20 pieces
- Red onion - 2 kilos
- Olives - 4 jars
- Pickles - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Peanut butter - 3 jars
- Jam - 4 jars
- Muesli - 3 packs
- Yogurt - 8 kilos
- Bananas - 8 kilos
- Apples - 8 kilos
- Grapes - 5 kilos
- Mandarins - 6 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Mixed nuts - 4 kilos
- Rice cakes - 6 packs
- Granola bars - 80 pieces
- Cookies - 8 packs
- Brownies - 80 pieces
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Pasta - 8 kilo
- Pasta sauce - 12 jars
- Pesto - 6 jars
- Parmesan cheese - 2 kilos
- Vegetable stock - 2 boxes
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Paracetamol - 1 pack
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 80 pcs
- Dishwasher tablets - 1 pack
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper napkins - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Sandwich bags - 2 boxes
- Diet labels - 100 pieces

Tips

Plan one work table and one chair per participant, then add separate seating for mentors, judges and the registration desk. Include a judges’ table and stools only where the room layout requires them.
Count every laptop connection before the event: allow one power connection per device, plus extension cords, USB chargers and power banks for last-minute charging. Test the full setup at the venue rather than relying on photos or floor plans.
Bring both HDMI cables and HDMI adapters. Presentation laptops frequently use different ports, so pack at least one compatible adapter for each presentation setup and test it with the projector and screen.
Treat the network as event equipment, not as a venue detail. Take Wi-Fi routers, network switches and network cables, and check the connection in the actual work area before participants arrive.
Buy tableware for the catering format and add a small buffer: coffee cups, glasses, plates, knives, forks and spoons are easy to overlook when attention is focused on prizes and technical equipment. Keep presentation materials, name badges and prizes together so they are ready at registration.

Frequently asked questions

What equipment do I need for a hackathon?: Plan for a projector, projection screen, microphone, speakers, presentation clicker, organizing-team laptops and reliable network equipment. Include Wi-Fi routers, network switches, network cables, HDMI cables, adapters and extension cords; test everything at least 1 day before the event.
How many tables and chairs do I need for a hackathon?: Start with one work table and one chair per participant, then add seating for mentors, judges and organizers. Reserve a separate registration desk and judges’ table, and confirm the final layout at least 1 week before the hackathon.
What cables and chargers should I bring to a hackathon?: Bring extension cords, USB chargers, power banks, HDMI cables, HDMI adapters and network cables, with one usable power connection per laptop or essential device. Pack the equipment in advance and test it 1 day before the event.
What tableware is needed for a hackathon?: For food and drinks, plan coffee cups, glasses, plates, knives, forks and spoons for every attendee, including mentors, judges and organizers. Count the expected guests 2 to 3 days before shopping and add a small spare supply.

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