Reading Contest Shopping List
A reading contest needs more than books and a microphone. You will need a clear judging setup, registration materials, seating, sound equipment, refreshments, and certificates ready before participants arrive. This shopping list covers the practical items that are easy to overlook, from spare power strips and name badges to enough water glasses for contestants and jury members. Use it alongside your event plan, then confirm quantities against your participant list and room layout.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 100
- Judges' table
- Registration desk
- Coat rackqty 2
- Stoolsqty 4
Equipment
- Wireless microphonesqty 2
- Microphone standsqty 2
- Speakersqty 2
- Mixer
- Laptop
- HDMI cableqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Charging stationsqty 2
Lighting
- LED panelsqty 4
- Mood lightingqty 3
Tableware
- Coffee cupsqty 80
- Water glassesqty 100
- Platesqty 100
- Forksqty 100
- Knivesqty 100
- Teaspoonsqty 80
- Serving spoonsqty 12
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving plattersqty 12
- Serving trays with lidsqty 6
- Pitcherqty 4
- Teapotsqty 3
- Potholdersqty 6
Decorations
- Book letters
- Paper garlandsqty 8
- Balloonsqty 100
- Balloon pumpqty 2
- Tableclothsqty 12
- Directional signsqty 8
- Book standsqty 6
- Photo backdrop
- Winner ribbonsqty 6
Cleaning
- Bucketsqty 3
- Mopsqty 3
- Broomsqty 3
- Dustpan and brushqty 3
- Microfiber clothsqty 12
- Waste binsqty 8
- Hand soap dispensersqty 4
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee milk - 2 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Multi-fruit juice - 6 packs
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Sparkling water - 4 bottles
- Lemons - 12 pieces
- Ice cubes - 8 bags
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 kilos
- Mandarins - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell pepper strips - 3 kilos
- Hummus - 12 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus wraps - 40 pieces
- Mini bake-at-home rolls - 120 pieces
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilo
- Margarine - 1 tub
- Jam - 3 jars
- Peanut butter - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 6 bags
- Mini cookies - 8 packs
- Speculaas - 6 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Filled cookies - 40 pieces
- Nut mix - 2 kilo
- Raisins - 1 kilo
- Olives - 4 jars
- Pickles - 3 jars
- Snacks - 6 bags
- Diet biscuits - 4 packs
- Gluten-free crackers - 4 packs
- Vegan toppings - 6 packages
- Lactose-free milk - 4 liters
- Gluten-free rolls - 20 pieces
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Bandages - 2 boxes
Paper and registration
- Programsqty 120
- Jury formsqty 40
- Participant listsqty 5
- Name badgesqty 120
- Pensqty 40
- Clipboardsqty 8
- Notepadsqty 12
- Envelopesqty 40
- Tapeqty 6
- Scissorsqty 6
- Staplersqty 3
- Staplesqty 6
- Paper cutter
- Printer paperqty 2
- A4 foldersqty 10
- Number stickersqty 200
- Certificatesqty 40
- Bookendsqty 40
- Directional signsqty 12
- Pictogram cardsqty 10
Prizes
- Book vouchersqty 6
- Books for winnersqty 6
- Trophiesqty 3
- Medalsqty 24
- Gift bagsqty 24
- Ribbonsqty 24
- Wrapping paperqty 2
- Gift ribbonqty 2
Safety
- Flashlightsqty 4
- Batteriesqty 24
- Cable matsqty 8
- Non-slip matsqty 6
- Emergency exit signsqty 6
- First aid kit
- Fire blanket
Cloakroom
- Clothes hangersqty 100
- Cloakroom numbersqty 120
- Elastic bandsqty 2
- Storage cratesqty 8
Tips
- Prepare one registration pack per participant: a name badge, programme, and any required permission or dietary information. Keep at least 10% extra badges and printed programmes for late changes.
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water at the judges’ table and near the reading area, not only at the refreshment table.
- Allow one chair for every seated participant, guest, and jury member, plus a few stools if readers need a separate waiting area. The judges’ table should have enough space for forms, pens, certificates, and water.
- Bring more technical backups than you expect to use: at least two extension cords, two power strips, and a spare HDMI cable. Charge the laptop, wireless microphones, and any other equipment the day before, then test the full sound chain in the room.
- Set aside serving equipment before shopping for food and drinks. Coffee machines, kettles, thermos flasks, coolers, cutting boards, and bread knives are often needed at the same time, so check whether the venue supplies them at least 48 hours in advance.
Frequently asked questions
- What do I need to buy for a reading contest?
- Plan for registration materials, name badges, programmes, certificates, judging forms, drinks, cups, glasses, and serving equipment. You may also need tables, chairs, microphones, stands, speakers, a mixer, a laptop, cables, lighting, and power strips. Confirm the final list against the number of participants and jury members.
- How many drinks do I need for a reading contest?
- Allow two to three drinks per person for the first hour and one additional drink per person for every extra hour. Count contestants, jury members, organisers, and expected guests. Keep extra water available at the judges’ table and beside the stage area.
- How many chairs and tables are needed for a reading contest?
- Provide one chair for every person who will sit in the room, including contestants waiting for their turn and jury members. Add a judges’ table, a registration desk, and a book table; check the room layout at least 48 hours before the contest so you can arrange replacements if needed.
- When should I prepare the equipment for a reading contest?
- Charge microphones, the laptop, and other equipment the day before. Test the speakers, mixer, HDMI connection, extension cords, lighting, and microphone stands at least two hours before doors open, with a spare cable and power strip ready.
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