What you need for a pitch competition

A pitch competition needs more than a projector and a judging panel. You need reliable presentation equipment, enough seating, a clear registration setup, printed judging materials and catering that works between time-limited pitches. This shopping list covers the physical supplies to prepare, including backup cables, microphones, tableware and serving equipment. Check technical requirements with every participant before ordering or packing, because a missing adapter or incompatible file can delay the whole programme.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Judges' table
Registration desk
Stoolsqty 6
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 4
Wi-Fi router

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Dessert platesqty 90
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Thermos flasksqty 6
Bar stoolsqty 4

Decorations

Name badge holdersqty 100
Tableclothsqty 12
Directional signsqty 8
Program postersqty 10
Disposable certificate foldersqty 12
Trophiesqty 3
Runner

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Hummus - 2 kilos
- Avocado spread - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Celery - 2 heads
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cherry tomatoes - 2 kilo
- Olives - 1.5 kilo
- Nut mix - 1.5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa sauce - 4 jars
- Herb cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Pepper - 1 grinder
- Salt - 1 pack
- Paprika powder - 1 jar
- Spice mix - 2 jars
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Green salad - 6 kilos
- Vegetarian quiche - 6 pieces
- Mini meatballs - 5 kilos
- Falafel - 4 kilos
- Wraps - 100 pieces
- Yogurt dressing - 3 bottles
- Garlic sauce - 3 bottles
- Fresh fruit pastries - 4 trays
- Brownies - 100 pieces
- Cookies - 6 packs
- Dark chocolate - 1 kilo
- Paper napkins - 300 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 4 rolls
- Dishwasher tablets - 1 package
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan one chair per attendee, plus a judges’ table and a separate registration desk. Add stools only where speakers or panel members will actually use them, rather than ordering seating by room capacity alone.
Prepare one presentation laptop, one clicker and at least two USB sticks. Collect every presentation before the event and keep a second copy on a separate USB stick in case a file or laptop fails.
Count one wireless microphone for the speaker and one for questions or the host; keep microphone stands available for fixed positions. Test the mixer, speakers and cables during the site visit, not when the first pitch is due.
Pack a projector, projection screen, HDMI cables, extension cords and power strips together. Bring more HDMI and power cables than the minimum required, and confirm whether the venue supplies compatible connections before the event week.
Order tableware against confirmed catering quantities: coffee cups, water glasses, plates, dessert plates and cutlery sets. Add serving platters and tongs, and arrange coffee machines, kettles and coolers early enough for the caterer to use them during setup.

Frequently asked questions

What equipment do I need for a pitch competition?: Plan for a projector, projection screen, laptop, presentation clicker, wireless microphones, speakers, mixer, HDMI cables, extension cords and power strips. Bring at least two USB sticks as presentation backups and test the full setup during a site visit.
How many chairs and tables do I need for a pitch competition?: Allow one chair per expected attendee, with separate tables for the judges and registration. Confirm the final participant and guest count before ordering, then add only the stools or clothes racks required by the room layout.
How much catering should I order for a pitch competition?: Base the order on the confirmed attendee count and collect dietary requirements before confirming quantities. Finalise the catering numbers several days before the event, leaving enough time to adjust plates, cutlery, glasses and serving equipment.
When should I collect pitch presentations and check the equipment?: Collect the presentations before the event and check every file before drawing the presentation order. Complete the venue and technical check at least one day before the competition, with a backup laptop, USB sticks and cables ready.

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