What you need for a startup pitch

A startup pitch needs more than a laptop and a projector. You also need reliable presentation connections, a clear judging setup, registration materials and enough tableware for coffee and catering. Use the plan’s shopping list to prepare the room for presenters, judges and guests. Check technical equipment at least one day before the event, and buy or confirm consumables only after you know the final registration count.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Registration desk
Judges' table
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Presentation clicker
Power stripsqty 6
Extension cordsqty 6

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Serving jugsqty 4

Decorations

Welcome sign
Name badge holdersqty 80
Table numbersqty 10
Ballot box

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 2 boxes
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Mini wraps - 80 pieces
- Mini quiches - 80 pieces
- Vegetarian mini wraps - 30 pieces
- Vegan mini wraps - 20 pieces
- Gluten-free crackers - 3 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Smoked chicken breast - 1 kilogram
- Cherry tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Bell pepper strips - 2 kilograms
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 30 pieces
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 4 jars
- Snacks - 4 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail sauce - 2 bottles
- Bread - 10 loaves
- Butter - 4 packets
- Chocolate cookies - 6 packs
- Brownies - 80 pieces
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Herb cream cheese - 4 tubs
- Allergen stickers - 2 sheets
- Napkins - 250 pieces
- Paper straws - 100 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Tips

Bring both HDMI cables and HDMI adapters, then test every presentation from the actual laptop and projector before guests arrive. A missing adapter can delay the entire pitch session.
Set aside a separate registration desk with name badge holders, a welcome sign and table numbers. Prepare these materials at least 2 hours before doors open so arrivals do not interfere with setup.
Count coffee cups, glasses and plates against the confirmed registration list, then add a small buffer of around 10%. Running out of cups is harder to fix than having a few left over.
Provide power strips and extension cords for the laptop, projector, speakers and other equipment, but keep cables away from walkways. Tape down or reroute cables during the room setup.
Prepare the judges’ table with score sheets and a clear seating arrangement before the first pitch. Give each judge a working pen and place the judging materials where they can reach them without leaving the table.

Frequently asked questions

What equipment do I need for a startup pitch?: At minimum, plan for a laptop, projector, projection screen, HDMI cable, suitable HDMI adapters and a presentation clicker. If the room is large, add wireless microphones, speakers and microphone stands, and test everything at least 1 day before the event.
How many coffee cups and glasses do I need for a pitch event?: Use the confirmed guest count as your baseline and add about 10% extra tableware. For 50 attendees, that means preparing roughly 55 coffee cups and 55 glasses, plus enough plates, forks, knives and spoons for the catering service.
What should I buy for startup pitch registration?: Prepare a registration desk, welcome sign and name badge holders, with one badge for every confirmed attendee plus 10% spare. Have the desk ready at least 2 hours before registration opens so late printing or setup does not create a queue.
When should I check the startup pitch presentations?: Collect the final presentations no later than 1 day before the event and check them on the laptop and projector that will be used. Test videos, fonts, audio and slide order again during venue setup, at least 60 minutes before the first pitch.

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