What you need for a pitch competition

A pitch competition needs more than a projector and a few chairs. Plan for presenters, judges, guests and the people helping on the day, then match food, drinks and tableware to the actual headcount. The items most often missed are HDMI adapters, spare power strips, printed jury forms, name badges and a reliable way to time each pitch. Use this list alongside your event plan so purchases and equipment checks are finished before participants arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Judges' table
Presentation table
Stoolsqty 6
Coat racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Stopwatchqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 10
Serving tongsqty 6
Coffee potsqty 4
Water jugsqty 6

Decorations

Name badgesqty 80
Pensqty 30
Flipchart padsqty 2
Wayfinding signsqty 6
Tableclothsqty 8
Balloonsqty 40
Prize trophiesqty 3

Kitchen

Coolersqty 4
Ice cube traysqty 3
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Cleaning glovesqty 6

Lighting

LED string lightsqty 4
Standing lampsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 120 bags
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 12 bags
- Mini sandwiches - 120 pieces
- Vegetarian wraps - 40 pieces
- Chicken wraps - 40 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilograms
- Mixed Salad - 6 bags
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 6 bags
- Nut mix - 4 bags
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Unsalted butter - 2 packs
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Coffee creamer - 2 packs
- Lemons - 12 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Napkins - 400 pieces

Tips

Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water in jugs as well as coffee, especially when presenters are working under time pressure.
Buy or bring one name badge and one pen for every participant, judge and organiser, plus at least 10% extra. Spare badges prevent last-minute handwritten labels when registrations change.
Pack the laptop, projector, screen, HDMI cables and adapters together, then add one spare adapter and extension cord. Test the complete presentation setup at least one day before the competition.
Provide one printed jury form per judge for every pitch, with a few blank copies in reserve. Keep the run sheet, starting order and backup presentations in a separate folder so they remain available if the laptop fails.
Match plates, cutlery sets, coffee cups and water glasses to the confirmed catering count, adding 10% spare tableware. Serving trays and tongs are easy to overlook until food arrives and there is nowhere to put it.

Frequently asked questions

How much food and drink do I need for a pitch competition?: Use the confirmed guest count, including judges and organisers, rather than the number of presenters alone. Plan two to three drinks per person for the first hour, then one per person per additional hour, and add about 10% extra food and tableware.
What presentation equipment should I buy or bring?: Bring a laptop, projector, projection screen, HDMI cables, the correct HDMI adapters, a presentation clicker and extension cords. Pack one spare adapter and test every connection at least 24 hours before the event.
How many jury forms and pens do I need?: Prepare one jury form for each judge for every pitch, plus at least five blank forms as backup. Give every judge a pen and bring 10% extra pens for registration, timing and last-minute notes.
When should I order catering for a pitch competition?: Confirm the final headcount and dietary requirements at least 5 to 7 days before the competition, then order catering immediately afterward. Recheck the delivery time and serving equipment 24 hours before doors open.

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