What you need for a scouting quiz

A scouting quiz needs more than questions and answer sheets. Plan drinks and snacks for the full evening, then make sure every team can see the presentation and hear the quiz master. This shopping list covers serving supplies, coffee and tea equipment, tables, seating and the technical kit. Check dietary requirements before shopping, and test the laptop, projector, speakers and microphone before participants arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Quiz master table
Waste binsqty 4

Tableware

Reusable cupsqty 80
Platesqty 60
Coffee cupsqty 50
Tea glassesqty 50
Cutlery setsqty 60
Small bowlsqty 12
Serving traysqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Ice packsqty 12

Decorations

Team badgesqty 12
Tableclothsqty 8
Garlandqty 6
Prizesqty 3

Lighting

String lightsqty 4

Cleaning

Washing-up bowlsqty 2
Bucketsqty 2
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 4

Office supplies

Ballpoint pensqty 70
Score sheetsqty 20
Answer formsqty 150
Paper tapeqty 4
Markersqty 12
Writing foldersqty 12
Staplersqty 2
Staplesqty 2
Pen holdersqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kilogram
- Mints - 1 box
- Milk - 5 liters
- Oat milk - 2 liter
- Still water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Party nuts - 3 bags
- Salted popcorn - 3 bags
- Mini pretzels - 3 bags
- Cucumbers - 6 pieces
- Cherry tomatoes - 1,5 kilograms
- Carrots - 1,5 kilogram
- Grapes - 2 kilogram
- Apples - 30 pieces
- Hummus - 4 tubs
- Garlic sauce - 2 bottles
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Baguettes - 8 pieces
- Herb butter - 4 tubs
- Young cheese - 1,5 kilogram
- Vegetarian wraps - 40 pieces
- Vegan spread - 4 packs
- Napkins - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Ice cubes - 6 bags
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 3 bottles
- Disinfecting hand gel - 2 bottles

Tips

Plan around two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Chill drinks in coolers before opening the venue and keep ice packs ready.
Give each team a clear place to work: allow one table for every team and enough chairs for all team members. Keep a separate registration desk and quiz master table so arrivals do not interrupt the quiz.
For hot drinks, prepare at least one coffee cup and one tea glass per expected participant, plus two kettles or a coffee maker and enough thermos flasks to serve without long queues.
Do not leave the technical setup until the quiz starts. Bring extension cords and power strips, connect the laptop, projector, screen, speakers and microphone, and run through every presentation round once.
Buy or collect serving items before the shopping trip: plates, cutlery, small bowls, serving trays, serving tongs and reusable cups are easy to overlook. Add waste bins where teams can reach them and place tablecloths before setting out the materials.

Frequently asked questions

How many drinks do I need for a scouting quiz?: Plan two to three drinks per person for the first hour, followed by one to two drinks per person for every extra hour. Add extra water and a small reserve if the quiz lasts longer than expected.
What equipment do I need to show a quiz presentation?: You need a laptop, projector, projection screen, speakers, microphone, extension cords and power strips. Test the complete setup at least 24 hours before the quiz, then check it again when the venue opens.
How many tables and chairs are needed for a scouting quiz?: Allow one table per quiz team, with one chair per participant. Add a separate registration desk and quiz master table, and confirm the final team count as soon as registrations close.
What should I buy for coffee and tea at a scouting quiz?: Provide one coffee cup and one tea glass per participant, plus a few spares. For a group of 30, prepare at least 33 cups or glasses and enough hot water for the planned serving rounds.

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