What you need for a Spelling Bee

A Spelling Bee needs more than word lists and a microphone. You need a clear setup for registration, judging, scoring and the final round, plus refreshments that can be served without distracting contestants. Plan one registration desk, one judges’ table and a presentation area, then check every powered item before guests arrive. Order prizes and certificates early, and prepare separate packs for judges and participants so no one is searching for paperwork during the competition.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Judges' table
Registration desk
Presentation table
Stoolsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen
Timerqty 2
Camera

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 60
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving traysqty 6
Serving plattersqty 10
Food containersqty 8
Corkscrewsqty 2

Office

Clipboardsqty 12
Ballpoint pensqty 40
Pencilsqty 40
Erasersqty 30
Markersqty 12
Whiteboard markersqty 8
Whiteboard
Notepadsqty 15
Envelopesqty 100
Name badgesqty 100
Score sheetsqty 150
Participant listsqty 10
Contest phrasesqty 150
Jury instructionsqty 10
Certificatesqty 80
Prizesqty 10
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Paper clipsqty 200

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 12
Directional signsqty 8
Welcome sign
Name stickersqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Cocoa Powder - 1 canister
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 packs
- White sugar - 2 packs
- Sweetener - 1 box
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Multifruit juice - 4 packs
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Ice cubes - 10 bags
- Bread rolls - 80 pieces
- Butter - 4 packets
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Jam - 3 jars
- Peanut butter - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Bell pepper - 1 kilo
- Lettuce - 6 heads
- Apples - 80 pieces
- Bananas - 50 pieces
- Grapes - 6 kilos
- Mandarins - 6 kilos
- Mini muffins - 100 pieces
- Butter cookies - 8 packs
- Oatmeal cookies - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan muffins - 30 pieces
- Vegan spreads - 4 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Stir sticks - 200 pieces
- Teaspoons - 100 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Bread bags - 100 pieces
- Freezer bags - 2 boxes
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Cleaning wipes - 4 packs
- Rubber gloves - 2 boxes
- Paper towels - 6 packs
- Bandages - 2 boxes
- Tissues - 10 packs
- AA batteries - 12 pieces
- AAA batteries - 12 pieces

Tips

Prepare at least two printed copies of the participant list, score sheets and competition words: one working set and one backup. Keep the reserve words separate so they are not used accidentally before the final round.
For every wireless microphone, pack a spare battery set and test the microphone, speakers, stands, extension cords and power strips at least one day before the event. A short sound check before registration catches most problems.
Set up the registration desk with name badges, participant packs and a printed list at least 30 minutes before doors open. Keep the judges’ instructions and jury packs at a separate table so registration volunteers do not mix them up.
For refreshments, count one coffee cup, glass and plate per guest, then add 10% extra for breakage and second servings. Bring enough forks, knives, spoons and serving spoons for the planned catering rather than relying on the venue’s kitchen.
Arrange prizes and certificates in the order they will be presented, including awards for the final round. Check the delivery or collection deadline at least one week beforehand; replacing missing certificates on the day is difficult.

Frequently asked questions

What equipment do I need for a Spelling Bee?: Plan for wireless microphones, speakers, microphone stands, a laptop, projector, projection screen and a timer. Bring extension cords and power strips, and test the complete setup at least 24 hours before the competition.
How many printed materials should I prepare for a Spelling Bee?: Print one participant list for registration, one score sheet per contestant or scoring position, and enough competition words for the people who need them. Add at least two complete backup sets and keep reserve words in a labelled envelope.
How much tableware do I need for a Spelling Bee?: Allow one coffee cup, glass and plate per guest, plus 10% extra. Provide one set of forks, knives and spoons per guest, and at least two serving spoons for shared food unless your caterer supplies them.
When should I order Spelling Bee prizes and certificates?: Order them at least one week before the event, or earlier if they require personalisation. Confirm delivery or collection before the final preparation day and arrange the prizes in presentation order.

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