What to Buy for a Song Contest

A song contest needs more than microphones and prizes. You will need reliable sound equipment, power supplies, refreshments, tableware, lighting and clear identification for participants, judges and visitors. Plan drinks for the audience and performers, plus coffee supplies if the programme lasts several hours. Buy or gather technical backups before the event, because missing cables, power strips or stands are usually discovered too late. Use the full checklist below to keep shopping separate from setup and registration.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 75
Judges' table
Registration desk
Dressing room tablesqty 2

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Laptop
AUX cablesqty 3
Extension cordsqty 6
Power stripsqty 4
Music standqty 2
Power banksqty 2

Lighting

LED spotlightsqty 4
Mood lightingqty 3

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Stage backdrop
Name badgesqty 80

Tableware

Drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 8
Pouring jugsqty 6
Thermos flasksqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Sparkling water - 8 bottles
- Still water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Apples - 5 kilo
- Grapes - 3 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Grapes - 3 kilos
- Baguettes - 12 pieces
- Wholemeal loaves - 8 loaves
- Mini bake-off rolls - 100 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Herb butter - 8 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Snacks - 4 bags
- Olives - 4 jars
- Pickles - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Pepper - 1 grinder
- Salt - 1 pack
- Paper napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Test the speakers, mixer, microphones, laptop and AUX cables at least 24 hours before the contest. Keep spare extension cords, power strips and power banks available so a single outlet or flat battery does not stop a performance.
Prepare refreshments for the full programme, not just the opening. Chill drinks in coolers several hours beforehand, and allow at least one glass, plate and cutlery set per expected guest, with extras for performers and judges.
Put name badges, tablecloths and the registration desk supplies together in one box before leaving for the venue. Registration usually starts before the audience enters, so these items are easy to forget during the main shopping trip.
Check the stage area and judges’ table against the equipment list before buying decorations. LED spotlights, mood lighting, the stage backdrop and bunting may need separate power or mounting supplies.
Order prizes early enough to inspect them before the event, and display them only after the performance order is confirmed. Keep the jury forms, music stand and participant information together so judging can begin without a last-minute search.

Frequently asked questions

What equipment do I need for a song contest?: Plan for active speakers, a mixer, microphones, microphone stands, a laptop, AUX cables and a music stand. Add extension cords and power strips, then test the complete setup at least 24 hours before the contest.
How many drinks and glasses should I buy for a song contest?: Allow two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Buy or bring at least one drinking glass per guest, plus extra glasses for performers and judges.
When should I buy prizes for a song contest?: Order prizes at least two weeks before the contest so you can check the delivery and replace anything damaged or incorrect. Keep them together and display them after the performance order is final.
What should I prepare for judges and registration?: Set aside a judges’ table, jury forms, name badges and a registration desk before setup begins. Have these supplies ready at least 30 minutes before participants arrive, because registration often starts before the programme.

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