What to buy for a startup pitch night

A startup pitch night needs more than chairs and a projector. You need the right tableware for drinks and catering, reliable presentation equipment, and enough power and audio accessories for every pitch. Plan quantities around your guest count, pitchers, jury members and speakers. The items below support registration, jury work, presentations and networking without turning the venue into a last-minute shopping trip.

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What to bring

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

Furniture

Beer tablesqty 8
Cocktail tablesqty 6
Chairsqty 90
Judges' table
Speaker podiumqty 2
Clothing rack
Waste binsqty 6
Stoolsqty 12

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cake platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Clicker
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 3
Power banksqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Decorations

Welcome sign
Program postersqty 4
Logo bannersqty 3
Table runnersqty 12
Flower arrangementsqty 6
Name badge holdersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Kitchen tongsqty 6
Ice packsqty 12
Bottle openersqty 4
Corkscrewsqty 3
Napkin holdersqty 8

Registration

Registration desk
Name badgesqty 100
Badge holdersqty 100
Ballpoint pensqty 30
Attendance listqty 3
Jury formsqty 20
Pitch order numbersqty 20
Program bookletsqty 100
Clipboardsqty 12

Catering

Groceries
- Coffee beans - 2 kilos
- Tea bags - 100 pieces
- Decaf coffee - 1 pack
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 bottles
- White sugar - 2 kilos
- Sweeteners - 200 pieces
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Iced tea - 8 bottles
- Tonic - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Beer - 120 bottles
- Alcohol-free beer - 40 bottles
- Dry white wine - 12 bottles
- Rosé wine - 8 bottles
- Alcohol-free sparkling wine - 6 bottles
- Ice cubes - 15 kilos
- Lemons - 20 pieces
- Limes - 15 pieces
- Cucumbers - 8 pieces
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 20 pieces
- Hummus - 2 kilos
- Guacamole - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Smoked chicken breast - 1 kilo
- Vegetarian spreads - 1 kg
- Baguettes - 20 pieces
- Mini wraps - 120 pieces
- Mini quiches - 120 pieces
- Puff pastry snacks - 120 pieces
- Falafel balls - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Honey mustard sauce - 2 bottles
- Balsamic dressing - 2 bottles
- Olive oil - 1 liter
- Pepper - 1 jar
- Salt - 1 jar
- Paper napkins - 500 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Wooden cocktail sticks - 500 pieces
- Sandwich bags - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Recycling bags - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 8 packs

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as alcoholic and non-alcoholic options.
Allow one chair per seated guest, plus a separate judges’ table and seating for the jury. Add beer tables, cocktail tables or stools so networking does not depend entirely on seated places.
Test the laptop, projector, screen, HDMI cables, adapters and clicker together at least 24 hours before the event. Bring both the cable and adapter needed for the presentation laptop.
Count one water glass per guest and provide separate glasses and cups for wine, coffee and other drinks. For catering, plan at least one plate and one set of cutlery per person, plus serving spoons.
Bring extension cords, power strips and gaffer tape before doors open. Tape cables down during setup and keep one spare connection route available in case the main socket or cable fails.

Frequently asked questions

How many drinks do I need for a startup pitch night?: Plan two to three drinks per person for the first hour and one additional drink per person for every following hour. Include water and non-alcoholic choices, and add extra coffee if the program starts early or runs past two hours.
What presentation equipment is needed for a startup pitch night?: Prepare a laptop, projector, projection screen, HDMI cables, HDMI adapters and a clicker. Test the complete setup at least 24 hours beforehand and keep a backup adapter available.
How many chairs and tables should I buy or rent?: Provide one chair for each seated guest, pitcher, speaker and jury member. Add a separate judges’ table, one speaker podium, and enough beer tables, cocktail tables or stools for guests who will network between pitches.
When should I prepare the shopping and equipment for pitch night?: Complete the main shopping and equipment check at least 24 hours before the event. Set up and test the projector, audio, power and tableware on the day itself, finishing before guests arrive.

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