What you need for a Knowledge Rally

Use this shopping list to prepare the practical side of a Knowledge Rally without last-minute runs to the store. Plan supplies around the number of teams and participants: each team needs its own writing and answer materials, while drinks, snacks and tableware should cover the full programme. Check the room before shopping for tables, power access and presentation equipment. Print quiz booklets, answer sheets and route maps only after the questions and team assignments are final.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Buffet tableqty 2

Tableware

Reusable drinking glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 70
Serving plattersqty 12
Thermos flasksqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Game materials

Answer paddlesqty 12
Markersqty 30
Pensqty 80
Stopwatchesqty 6
Suggestion boxesqty 12
Scoreboardsqty 12
Team number cardsqty 12
Clipboardsqty 12
Calculatorsqty 6

Decorations

Team table signsqty 12
Welcome sign
Tableclothsqty 12
Trophiesqty 3

Lighting

LED light stringsqty 4

Cleaning

Waste binsqty 6

Catering

Coolersqty 4
Coffee machinesqty 2
Water carafesqty 8
Ice cube traysqty 4
Serving spoonsqty 12
Serving tongsqty 8
Food warmersqty 4
Groceries
- Coffee - 2 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 10 bottles
- Still mineral water - 14 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 12 bags
- Coffee cream - 4 tubs
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Mini sandwiches - 100 pieces
- Whole grain bread - 8 loaves
- Pistolets - 40 pieces
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Butter - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Grapes - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Cookies - 8 packs
- Muesli bars - 80 pieces
- Vegetarian meal trays - 12 portions
- Pasta - 6 kilograms
- Pasta sauce - 8 jars
- Vegetable mix - 8 kilograms
- Grated cheese - 2 kilogram
- Herb mix - 4 sachets
- Garlic - 6 bulbs
- Olive oil - 2 bottles
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 8 pieces
- Paper towels - 4 packs

Tips

Prepare one complete materials pack per team: include pens, a clipboard, answer sheets, a team number card and any calculators or answer paddles the format requires. Add one spare pack for every 5 teams.
Plan drinks for the whole programme, not just registration: allow 2 to 3 drinks per person for the first hour, then 1 to 2 drinks per person for each additional hour. Chill them before doors open.
Buy snacks that can be served without interrupting the quiz. Provide enough reusable plates, cutlery, glasses and serving platters for one full serving per guest, plus roughly 10% extra for breakages or spills.
Count tables before bringing tablecloths and signs: each team needs a clearly numbered table, and the registration desk and buffet table need separate space. Pack spare team table signs in case a team changes.
Test the laptop, projector, screen, microphone and speakers in the actual room at least 24 hours beforehand. Bring extension cords, power strips and charged power banks; presentation failures are harder to fix once teams are seated.

Frequently asked questions

How many pens do I need for a Knowledge Rally?: Give each team at least 2 working pens and bring 1 spare pen for every team. For 10 teams, pack at least 20 pens plus 10 spares.
How much food and drink should I buy for a Knowledge Rally?: Allow 2 to 3 drinks per person for the first hour and 1 to 2 for every later hour. For snacks, plan at least 2 portions per person per break, then add about 10% extra.
What should each Knowledge Rally team pack contain?: Prepare one set per team with answer sheets, pens, a clipboard, a team number card and any game materials needed for the rounds. Make the packs at least 1 day before the event so missing items can be replaced.
When should I print the quiz materials?: Print quiz booklets, answer sheets and route maps after the questions, scoring and team assignments are approved. Finish printing at least 24 hours before the rally so there is time to check every pack.

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