What you need for a photo contest

A photo contest needs more than cameras and prizes. You’ll need practical supplies for registration, judging, route marking, file transfer, catering and the final presentation. Plan equipment for both the shooting route and the venue where participants return to submit or show their work. Check chargers, memory card readers, extension cords and USB sticks several days ahead; these are easy to overlook and can stop the contest on the day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Party tentsqty 2
Coat racksqty 2

Tableware

Reusable cupsqty 70
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 40
Serving plattersqty 8
Pitcherqty 4

Equipment

Laptopsqty 3
Projector
Projection screen
Camerasqty 6
Memory card readersqty 3
USB sticksqty 6
Extension cordsqty 6
Power stripsqty 4
Mobile phone chargersqty 6

Lighting

Work lightsqty 4
String lightsqty 4

Competition equipment

Clipboardsqty 12
Pensqty 60
Markersqty 20
Name stickersqty 70
Jury formsqty 100
Photo assignmentsqty 60
Route mapsqty 20
Conesqty 20
Lamination sleevesqty 30

Decorations

Competition postersqty 10
Tableclothsqty 8
Prize displaysqty 3

Catering

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Water kettlesqty 2
Insulated cratesqty 4
Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 tubs
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 6 bags
- Pistolets - 70 pieces
- Wholemeal bread - 6 loaves
- Herb butter - 4 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Egg salad - 4 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Bell peppers - 12
- Chicken skewers - 80 pieces
- Vegetarian skewers - 30 pieces
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Green salad - 4 kilograms
- Garlic sauce - 3 bottles
- Satay sauce - 3 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 4 bags
- Grapes - 4 kilograms
- Apples - 50 pieces
- Cookies - 6 packs
- Chocolate bars - 60 pieces
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Toilet paper - 24 rolls

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 6
Washing-up basinsqty 3

Prizes

Trophiesqty 3
Medal ribbonsqty 12
Certificatesqty 60

Tips

Prepare one clipboard, pen and set of printed jury forms for each judge, plus a few spare pens. Keep the judging materials separate from registration supplies so they do not disappear during check-in.
Allow at least one camera or phone setup per team, and bring memory card readers and USB sticks for transferring entries. Test every reader and USB stick before the event, not just on the morning itself.
For an outdoor route, bring route maps, cones and laminated instructions for every marked photo spot. Pack enough markers to make signs readable from a distance and keep spare copies in case of rain.
Count tables, chairs and serving items separately for the venue and registration desk. Reusable cups, plates, cutlery and coffee cups are often forgotten when food and drinks are arranged by someone else.
Check the venue’s power points before setup and bring extension cords, power strips and mobile phone chargers. Add work lights or string lights if participants will return after dark or if the presentation area is poorly lit.

Frequently asked questions

What equipment do I need for a photo contest?: Plan cameras or phones for each team, plus memory card readers, USB sticks, chargers, extension cords and power strips. Check all equipment at least 2 days before the contest.
How many jury forms and clipboards should I buy?: Prepare one clipboard and one set of jury forms per judge, then add 2 to 3 spare sets. Print them at least 1 day before judging so there is time to correct missing criteria.
What do I need for an outdoor photo contest route?: Bring one route map per team or supervisor, cones for each marked area, and laminated photo assignments or instructions. Pack at least 10% extra maps and signs for loss or bad weather.
How much tableware is needed for a photo contest?: Count one cup, plate and cutlery set per expected guest, then add 10% spare items. For coffee, prepare at least one coffee cup per guest if drinks are served at the venue.

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.