What you need for a startup weekend

A startup weekend needs more than tables, chairs and coffee. You need a smooth registration point, clear name badges, enough stationery for team work, and presentation equipment that works before the first pitch. Plan food and drinks around the length of the programme, then add practical supplies such as extension cords, flip charts and signs. This checklist helps you buy or bring the items that are most often forgotten until participants are already arriving.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Bar stoolsqty 8
Registration desk
Waste binsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 4
HDMI cablesqty 3
Presentation clicker
Flip chartsqty 4
Flipchart markersqty 8
Notepadsqty 70
Ballpoint pensqty 80

Decorations

Name badge holdersqty 70
Name badgesqty 80
Directional signsqty 8
Table signsqty 12
Tableclothsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 2

Cleaning

Dishpanqty 2
Dish brushesqty 3
Floor squeegeesqty 2

Lighting

Atmosphere lightsqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 12 pieces
- Fresh mint - 3 bunches
- Ice cubes - 8 bags
- Baguettes - 12 pieces
- Mini wraps - 80 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Herb cheese - 1 kilo
- Young cheese - 2 kilos
- Smoked chicken breast - 1 kilo
- Vegetarian falafel - 2 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 10 pieces
- Arugula - 6 bags
- Grapes - 4 kilos
- Apples - 70 pieces
- Bananas - 50 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Cocktail sauce - 2 bottles
- Napkins - 300 pieces
- Paper coffee filters - 1 pack
- Stir sticks - 200 pieces
- Cardboard snack trays - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 6 pieces
- Hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles

Tips

Prepare at least one name badge holder and printed badge per participant, plus 10% extra for walk-ins, replacements and spelling mistakes. Keep blank badges and a marker at the registration desk.
For a full working day, allow roughly 2–3 drinks per person during the first hour and 1 drink per person per hour afterwards. Include coffee, tea, water and snacks, and confirm dietary requirements before ordering catering.
Bring one power strip and extension cord for each working table that needs charging, plus at least two spare HDMI cables. Test the laptop, projector, screen, microphone and speakers before participants arrive.
Buy one notepad and one ballpoint pen per participant, then add 10% spare stationery. For team work, provide at least one flip chart for every two to three teams and two markers per flip chart.
Plan room signs before setup: use directional signs from the entrance to registration, then table signs for teams or work areas. Pack tablecloths, serving trays, plates, cutlery and glasses together so catering setup is not delayed.

Frequently asked questions

How much coffee and tea do I need for a startup weekend?: For a full-day programme, plan around 3–4 hot drinks per person, with extra coffee during registration and the first morning session. Keep coffee and tea available in smaller batches so it stays fresh.
How many name badges should I order for a startup weekend?: Order one badge and holder per registered participant, plus 10% extra. For 50 participants, prepare at least 55 badges and keep blank replacements at the registration desk.
What presentation equipment is needed for a startup weekend?: Bring a laptop, projector, projection screen, HDMI cables, a presentation clicker, wireless microphone and speakers. Test the complete setup at least 60 minutes before the first presentation and carry two spare HDMI cables.
How much stationery does each participant need?: Start with one notepad and one ballpoint pen per participant, then add 10% spare supplies. For 50 people, that means 55 notepads and 55 pens, before adding flip charts and markers for team work.

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