What you need for a pitch evening

A pitch evening needs more than a room and a projector. You need a clear setup for speakers and judges, reliable presentation equipment, and enough tableware for the meal, drinks and coffee service. Plan the quantities around your guest count, then add a small buffer for breakages and unexpected attendees. The items below help you check what must be bought, borrowed or brought in before the event day.

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What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 70
High tablesqty 4
Speaker table
Judges' table
Clothes racksqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Water glassesqty 90
Wine glassesqty 80
Coffee cupsqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving boardsqty 8

Kitchen

Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 12
Soup ladlesqty 4
Aluminum serving traysqty 8

Equipment

Laptop
Projector
Projection screen
Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clicker
HDMI cablesqty 3
HDMI adaptersqty 3
Power stripsqty 6
Extension cordsqty 6
Cable traysqty 8
Digital timersqty 2

Lighting

LED work lightsqty 4
Mood lightsqty 8

Decorations

Tableclothsqty 12
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6
Notice boardsqty 2
Bollardsqty 4
Ribbonsqty 2

Registration

Name badgesqty 80
Badge holdersqty 80
Registration clipboardsqty 4
Ballpoint pensqty 30
Program bookletsqty 80
Score sheetsqty 20
Ballot boxesqty 2
Ballot slipsqty 100
Pen holdersqty 4

Cleaning

Broomqty 2
Floor squeegee
Bucketsqty 2
Reusable cleaning clothsqty 12
Waste binsqty 6
Glovesqty 12

Catering

Groceries
- 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 - 6 bottles
- Alcohol-free wine - 4 bottles
- Coffee beans - 2 kilos
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 4 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 1 box
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted peanuts - 3 kilos
- Cashews - 3 kilos
- Olives - 3 jars
- Grapes - 5 kilos
- Apples - 60 pieces
- Mandarins - 60 pieces
- Carrots - 3 kilos
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Hummus - 8 tubs
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Young cheese - 3 kilos
- Parma ham - 1.5 kilos
- Salami - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Baguettes - 16 pieces
- Mini rolls - 100 pieces
- Wraps - 40 pieces
- Butter - 1 kilo
- Pesto - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Pasta - 6 kilos
- Pasta sauce - 8 jars
- Arugula - 1.5 kilos
- Mixed lettuce - 3 kilos
- Bell peppers - 20 pieces
- Red onions - 10 pieces
- Corn - 6 cans
- Kidney beans - 6 cans
- Grated cheese - 2 kilos
- Vegetarian meatballs - 4 kilo
- Chicken meatballs - 4 kilo
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Cookies - 6 packs
- Vegan cookies - 3 packs
- Chocolates - 3 kilos
- Table runners - 12 pieces
- Paper napkins - 300 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Tips

Allow one chair per guest, plus two spare chairs for speakers, judges or late arrivals. Set aside a separate speaker table and jury table so notes, score sheets and water do not compete for space.
For the first hour, plan on two to three drinks per person, then one drink per person per hour. Keep chilled drinks in coolers and use thermos flasks for coffee so service does not depend on the kitchen.
Prepare one printed program booklet and one name badge per attendee, with at least five spare copies and badges. Route signs should be printed before the day rather than improvised at the entrance.
Test the laptop, projector, screen, active speakers, wireless microphones and presentation clicker together at least 24 hours before the event. Keep backup copies of every presentation on a separate USB drive or other device.
For a seated meal, count one dinner plate, dessert plate, fork, knife, spoon and water glass per guest, then add 10% spare. Include serving boards, serving spoons, small bowls and aluminium serving dishes if food is served in courses or shared.

Frequently asked questions

What equipment do I need for a pitch evening?: Prepare a laptop, projector, projection screen, active speakers, wireless microphones, microphone stands and a presentation clicker. Test the complete setup at least 24 hours beforehand and keep backup presentation files available.
How many drinks should I buy for a pitch evening?: Allow two to three drinks per person during the first hour, followed by one drink per person per hour. Add around 10% extra for delays, refills and guests who stay longer.
How much tableware do I need for a pitch evening?: Count one dinner plate, dessert plate, fork, knife, spoon and water glass per guest, then add 10% spare. For 50 guests, that means 55 of each basic item.
When should I prepare the pitch evening shopping list?: Make the first list at least one week before the event, after the guest count and dietary requirements are known. Recheck quantities two days before and complete fresh-food shopping as late as practical.

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