What you need for a photo contest

A photo contest needs more than printed entries and a judging panel. You’ll need display materials for the exhibition, clear labels, voting supplies, presentation equipment and refreshments for guests. Plan the room around the number of submitted photos: allow one display position per entry, plus space for visitors to move and vote. Buy or gather prizes, certificates and name badges early, then test the projector, microphone and power setup before doors open.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Exhibition wallsqty 8
High tablesqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 50
Platesqty 80
Forksqty 80
Knivesqty 80
Teaspoonsqty 50

Decorations

Tableclothsqty 8
Photo framesqty 50
Name badgesqty 60
Certificatesqty 10
Prizesqty 3
Red carpet

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
USB stickqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Scissorsqty 4
Tapeqty 6
Pensqty 30
Markersqty 12
Clipboardsqty 10
Jury formsqty 15
Ballotsqty 100

Cleaning

Waste binsqty 6
Broom
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Iced tea - 3 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Ice cubes - 6 bags
- Mini buns - 80 pieces
- Butter - 500 grams
- Young cheese - 1 kilo
- Back ham - 750 grams
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Cucumber - 5 pieces
- Tomatoes - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Olives - 3 jars
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Cookies - 6 packs
- Brownies - 40 pieces
- Mini muffins - 40 pieces
- Napkins - 200 pieces
- Stirrers - 100 pieces
- Paper straws - 100 pieces
- Coffee filters - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles

Tips

Plan one photo frame or display position per submitted entry, plus at least 10% extra for late changes or damaged prints. Prepare photo labels before hanging the exhibition so entries do not get mixed up.
For refreshments, allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks before opening and keep a separate supply of water available.
Match tableware to your confirmed guest count: provide one plate, fork, knife and cup per guest, plus roughly 10% extra. Coffee service also needs one coffee cup and teaspoon per expected coffee drinker.
Take prizes, certificates and name badges out of their packaging before guests arrive. Keep certificates in entry order and place prizes somewhere secure rather than leaving them on the presentation table unattended.
Bring at least one extension cord and power strip for each separate equipment area. Test the laptop, projector, screen, speakers and microphone together with the USB stick before the venue opens, not just individually.

Frequently asked questions

What do I need for a photo contest exhibition?: You need one display position or frame for each submitted photo, photo labels, exhibition walls, tables for related materials and enough lighting to view the prints. Prepare at least 10% extra display capacity in case entries change at the last minute.
How many drinks should I buy for a photo contest?: Plan two to three drinks per person during the first hour and one additional drink per person for every following hour. Add extra water and keep the drinks chilled before guests arrive.
How much tableware do I need for a photo contest?: Start with one plate, fork, knife and reusable cup per guest, then add 10% spare items. For coffee and tea, provide one coffee cup and teaspoon for each expected drinker, plus a small reserve.
When should I prepare the prizes and certificates?: Prepare and check them at least one day before the contest. On the event day, keep certificates in judging order and set aside 30 minutes before opening to place prizes, badges and presentation materials.

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