What you need for an innovation challenge

An innovation challenge needs more than laptops and a room. You’ll need a clear setup for teams, judges, presentations, registration and catering, plus enough shared equipment for people working at the same time. Use this shopping list to check the practical details before the event: power, adapters, name badges, serving items and timing equipment are easy to overlook. Buy or borrow consumables after registration closes, when you know the final participant count and dietary requirements.

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What to bring

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

Furniture

Work tablesqty 10
Chairsqty 70
Judges' table
Buffet tablesqty 3
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Laptopsqty 10
HDMI cablesqty 6
HDMI adaptersqty 6
Power stripsqty 10
Extension cordsqty 8
Mobile chargersqty 10
Wireless microphonesqty 2
Speakersqty 2
Timerqty 2
Label printer

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8
Serving traysqty 6

Decorations

Name badgesqty 70
Tableclothsqty 10
Directional signsqty 8
Challenge postersqty 10
Team color cardsqty 10
Prizesqty 3
Flower arrangementsqty 4

Lighting

Atmosphere lightsqty 8
Light Stripsqty 3

Sports equipment

Construction cardboardqty 10
Sticky notesqty 40
Markersqty 100
Pensqty 100
Pencilsqty 60
Scissorsqty 20
Glue sticksqty 30
Rolls of tapeqty 20
Measuring tapesqty 10
Prototype kitsqty 10
Worksheetsqty 100
Jury formsqty 30
Run sheetsqty 10

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon slices - 3 nets
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 72 cans
- Alcohol-free lager - 24 cans
- White wine - 8 bottles
- Red wine - 4 bottles
- Ice cubes - 12 bags
- Unsalted butter - 2 packs
- Whole grain bread - 8 loaves
- White rolls - 70 pieces
- Multigrain rolls - 30 pieces
- Mini croissants - 70 pieces
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Chicken breast topping - 1.5 kilograms
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Cherry tomatoes - 2 kilograms
- Grapes - 4 kilograms
- Apples - 70 pieces
- Bananas - 60 pieces
- Yogurt - 5 kilograms
- Muesli - 2 kilograms
- Granola - 2 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 kilogram
- Rice crackers - 6 packs
- Olives - 4 jars
- Dipping sauce - 8 tubs
- Herb cream cheese - 1 kilogram
- Wraps - 80 pieces
- Falafel - 3 kilograms
- Grilled chicken - 4 kilograms
- Couscous - 4 kilograms
- Rice - 4 kilograms
- Chickpeas - 12 cans
- Corn - 10 cans
- Red onion - 2 kilograms
- Feta cheese - 2 kilograms
- Dressing - 4 bottles
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cookies - 8 packs
- Brownies - 70 pieces
- Muffins - 70 pieces
- Chocolate bars - 70 pieces
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs
- Hand soap - 4 bottles

Tips

Plan one work table and one chair per participant, then add a separate judges’ table and registration desk. Keep at least one spare chair available for late arrivals or workshop leaders.
Allow one power strip for every four to six laptops, with extension cords long enough to reach the work tables safely. Check the number and type of HDMI adapters before the day, not during setup.
For catering, count plates, glasses, cups and cutlery for every participant, judge and organiser, then add 10% spare. This prevents shortages when items are misplaced or people return for another serving.
Prepare one name badge for each registered person and keep at least five blank badges at the registration desk. Print the final list only after team assignments and dietary requirements have been checked.
Test the projector, screen, speakers and wireless microphones together at least one day beforehand. Pack a timer, mobile chargers and a printed run sheet so the programme does not depend on one laptop or phone.

Frequently asked questions

How many tables do I need for an innovation challenge?: Plan one work table for each team, sized so every team member can use a laptop and write comfortably. Add one separate judges’ table, one registration desk and buffet tables for catering; confirm the exact count once teams are assembled.
How much catering should I buy for an innovation challenge?: Use the final registration number, add judges, workshop leaders and organisers, and buy about 10% extra portions. Confirm dietary requirements at least 3 days before the event so the caterer or shop can provide suitable alternatives.
How many laptops and chargers are needed for an innovation challenge?: Aim for at least one laptop per team, with additional devices if participants are expected to research or build in pairs. Prepare one charger per laptop and have mobile chargers available; test every device and connection at least 1 day before the challenge.
What equipment should I check before an innovation challenge?: Check the projector, screen, speakers, wireless microphones, HDMI cables, adapters, power strips and extension cords as one complete setup. Run the test at least 1 day before the event and keep a timer and printed run sheet at the front of the room.

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