What to buy for a poetry competition

A poetry competition needs more than poems and a microphone. You will need practical supplies for registration, judging, timing, refreshments and clear movement around the venue. This shopping list covers the items that are easy to overlook, including spare stationery, serving equipment, name badges and power accessories. Use the expected number of participants and guests to adjust quantities, then buy or borrow anything needed for the venue setup at least a few days before the event.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Stoolsqty 6
Coat racksqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Timerqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4

Tableware

Reusable glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2

Decorations

Tableclothsqty 10
Stage backdrop
Welcome sign
Wayfinding signsqty 6

Competition equipment

Clipboardsqty 12
Score sheetsqty 120
Participant numbersqty 30
Name badgesqty 120
Certificatesqty 30

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Reusable cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Grape juice - 3 packs
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Olives - 4 jars
- Mixed nuts - 3 bags
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Young cheese - 2 kilos
- Vegetarian spread - 6 tubs
- Hummus wraps - 30 pieces
- Unsalted butter - 2 packs
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 tin
- Pepper - 1 can
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs

Tips

Prepare one score sheet and one clipboard for each jury member, plus at least 10% spare copies. Print participant numbers, name badges and certificates after the registration list is confirmed so names and categories are correct.
Plan refreshments by time rather than guesswork: allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks at least four hours beforehand and keep backup ice in a cooler or ice container.
Test the microphones, mixer and speakers with the laptop before guests arrive. Bring extension cords and power strips, and leave at least one spare microphone or cable available if your venue permits it.
Buy or prepare one clear welcome sign and enough wayfinding signs for every turn from the entrance to the competition room. Put the signs up during setup, not when participants are already looking for registration.
Set out reusable glasses, coffee cups, plates, cutlery and serving platters before the first break. Keep waste bins near the refreshment area and place tablecloths on the competition and serving tables before equipment is connected.

Frequently asked questions

How many score sheets do I need for a poetry competition?: Prepare one score sheet per poem and per jury member, then print at least 10% extra for mistakes or last-minute changes. Give each juror a clipboard and keep spare sheets at the competition table.
How much food and drink should I buy for a poetry competition?: Allow two to three drinks per person for the first hour, then one additional drink per person for every extra hour. For snacks, plan roughly two to four portions per person per hour, depending on whether a meal is served.
When should I print certificates and name badges?: Print name badges and certificates after registrations close and the participant list is confirmed, ideally 24 to 48 hours before the competition. Keep at least 10% blank or spare materials for corrections and late changes.
What sound equipment is needed for a poetry competition?: Plan for wireless microphones, speakers, a mixer and a laptop if music or announcements are included. Test every connection at least 60 minutes before doors open, with extension cords and power strips ready.

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