What you need for a pitch competition
A pitch competition needs more than a projector and a few chairs. You will need reliable presentation equipment, a clear judging setup, timing tools, printed materials, name badges, certificates, prizes, and refreshments. Plan the room around the jury table, registration desk, presenters, and audience rather than buying supplies at the last minute. This checklist helps you identify what to buy, borrow, test, and pack before the competition starts.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 90
- Judges' table
- Registration desk
- High tablesqty 8
- Tableclothsqty 12
- Coat racksqty 2
Equipment
- Projector
- Projection screen
- Laptopqty 2
- HDMI cablesqty 3
- HDMI adaptersqty 3
- Wireless microphonesqty 3
- Microphone standsqty 2
- Speakersqty 2
- Audio mixer
- Extension cordsqty 6
- Power stripsqty 6
- Presentation clickerqty 2
- Stopwatchqty 2
- USB sticksqty 4
Lighting
- Standing lampsqty 4
- Mood lightingqty 4
- Battery lampsqty 6
Tableware
- Water glassesqty 100
- Wine glassesqty 80
- Coffee cupsqty 80
- Platesqty 100
- Dessert platesqty 80
- Knivesqty 100
- Forksqty 100
- Spoonsqty 100
- Serving spoonsqty 12
- Small bowlsqty 20
Kitchen
- Thermos flasksqty 6
- Water jugsqty 8
- Coolersqty 6
- Cutting boardsqty 3
- Kitchen knivesqty 3
- Serving plattersqty 12
- Serving tongsqty 8
- Bottle openersqty 3
- Corkscrewsqty 3
- Coffee machinesqty 2
- Kettlesqty 2
Decorations
- Name card holdersqty 90
- Table numbersqty 12
- Flower arrangementsqty 8
- Pitch board
- Wayfinding signsqty 12
- Markersqty 12
- Poster puttyqty 6
- Tapeqty 6
- Scissorsqty 4
- Clipboardsqty 12
Catering
- Prizesqty 3
- Certificate foldersqty 12
- Serving traysqty 6
- Napkin holdersqty 12
Cleaning
- Waste binsqty 8
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 3
- Cleaning glovesqty 6
- Hand soap dispensersqty 4
- Toilet brushesqty 3
- Towel dispensersqty 3
Groceries
- Coffee beans
- Decaf coffee
- Black tea
- Herbal tea
- Sugar
- Sweeteners
- Milk
- Oat milk
- Still water
- Sparkling water
- Cola
- Cola Zero
- Sinas
- Ginger ale
- Apple juice
- Orange juice
- Alcohol-free beer
- White beer
- Red wine
- White wine
- Rosé
- Tonic
- Lemons
- Limes
- Ice cubes
- Mineral water for the jury
- Paprika chips
- Plain chips
- Tortilla chips
- Salted nuts
- Olives
- Grapes
- Apples
- Bananas
- Cherry tomatoes
- Cucumbers
- Carrots
- Bell peppers
- Hummus
- Cream cheese
- Young cheese
- Brie
- Boiled ham
- Smoked chicken
- Vegetarian spreads
- Baguettes
- Mini sandwiches
- Wraps
- Puff pastry bites
- Mini quiches
- Falafel balls
- Herb butter
- Mayonnaise
- Ketchup
- Mustard
- Salt
- Pepper
- Olive oil
- Diet-friendly sandwiches
- Gluten-free crackers
- Vegan Snacks
- Nut-free snacks
- Cake slices
- Cookies
- Brownies
- Napkins
- Paper straws
- Coffee filters
- Trash bags
- Paper towels
- Toilet paper
- Dish soap
- All-purpose cleaner
- Glass cleaner
- Sponges
- Microfiber cloths
- Hand sanitizer
- Liquid hand soap
- Paper towels
Tips
- Prepare one laptop, projector, screen, HDMI cable, adapter, and presentation clicker for the main setup, plus a USB stick with every submitted pitch file as a backup. Test the full connection at least 60 minutes before registration.
- Give each jury member a printed judging form, a pen, and a bottle or glass of water. Print at least two spare forms per judge in case a sheet is lost or a scoring round has to be repeated.
- Plan one registration badge per confirmed participant, jury member, organiser, and speaker, with at least 10% extra badges for replacements or late changes. Keep blank badges and a marker at the registration desk.
- For a timed pitch format, use one visible stopwatch and keep a second timing method with the event laptop or a phone. Brief presenters and the jury on the time signals before the first pitch, not during the competition.
- Order catering from the confirmed attendance count and add roughly 10% extra portions for walk-ins and crew. Put water, coffee cups, plates, knives, and dessert plates at the serving point before guests arrive; tableware is easy to overlook when the food order is confirmed.
Frequently asked questions
- What equipment do I need for a pitch competition?
- Plan for one laptop, projector, projection screen, HDMI cables, the required adapters, a presentation clicker, and a USB backup. If the room is large or presenters need microphones, add wireless microphones, stands, speakers, and an audio mixer.
- How many chairs and tables do I need for a pitch competition?
- Start with one chair per confirmed audience member, participant, jury member, and organiser who needs a seat, then add about 10% spare capacity. Reserve separate tables for the jury, registration, and any catering, plus high tables if guests will network between sessions.
- How many printed materials should I prepare?
- Print one programme and one name badge for every confirmed participant, jury member, speaker, and organiser, with 10% extra copies. Prepare at least two judging forms per jury member, plus spare certificates and signage for the entrance, registration desk, and presentation area.
- How much food and drink should I buy for a pitch competition?
- Use the confirmed attendance figure as your base and add about 10% extra portions for late additions and staff. For a reception-style first hour, allow two to three drinks per person, and provide water throughout the programme alongside coffee and catering.
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