What to buy for a writing competition

A writing competition needs more than paper and pens. You’ll need enough writing supplies for every participant, separate materials for the judges, and practical items for registration, catering and room setup. Buy or gather the core supplies before registrations close, then adjust quantities to the confirmed participant list. The most commonly missed items are spare pens, ballot materials, clipboards, name badges and extension cords for the coffee station or speaker.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Judges' table
Coat racksqty 2

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Pitcherqty 4

Equipment

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Office supplies

Notepadsqty 60
Ballpoint pensqty 100
Pencilsqty 60
Erasersqty 30
Pencil sharpenersqty 10
Clipboardsqty 10
Envelopesqty 70
Document foldersqty 10
Table numbersqty 8
Ballot slipsqty 60
Ballot box
Judges' notepadsqty 6
Markersqty 12
Tapeqty 4
Scissorsqty 4
Badge holdersqty 60

Decorations

Name badgesqty 60
Table runnersqty 8
Prize table sign

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop set

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Paper napkins - 6 packs
- Raisin bread - 4 loaves
- Currant buns - 60 pieces
- Mini croissants - 60 pieces
- Butter - 3 packs
- Young cheese - 2 kilos
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 4 trays
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted pretzels - 3 bags
- Mixed nuts - 3 bags
- Dark chocolate bars - 12 bars
- Milk chocolate bars - 12 bars
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces
- Tea towels - 8 pieces
- Hand soap - 2 bottles

Tips

Plan one notepad and at least two ballpoint pens per participant, plus 10–15% extra for damaged or missing supplies. Add pencils, erasers and sharpeners if the assignment allows participants to draft by hand.
Prepare separate judging supplies: one judges’ notepad, clipboard and pen per judge, along with printed evaluation forms, ballot slips and a ballot box. Keep these materials at the judges’ table rather than mixing them with participant stationery.
Set up a registration desk with name badges, markers, the participant list and document folders. Bring at least 10% more badges and envelopes than the confirmed number of participants so late corrections do not hold up check-in.
For catering, count one reusable drinking glass, plate and cutlery set per person, then add 10% spare tableware. If you serve coffee or tea, check that the coffee maker, kettle, pitcher, cups and coolers are available before the venue opens.
Check power needs the day before: bring extension cords and power strips for the coffee maker, kettle and portable speaker, and confirm that the venue permits their use. Table numbers, tape and markers are small items that are easy to forget but slow down room setup when missing.

Frequently asked questions

How many pens do I need for a writing competition?: Allow two ballpoint pens per participant and keep an additional 10–15% as spares. For 40 participants, that means 80 pens for the tables plus 8–12 extra.
What stationery does a writing competition need?: Plan notepads, ballpoint pens, pencils, erasers and pencil sharpeners for participants, plus clipboards and judges’ notepads for the jury. Add printed rules, evaluation forms, ballot slips, envelopes and certificates to the document supplies.
How much tableware should I buy for the competition?: Provide one glass, plate and cutlery set per attendee, with 10% extra. For 50 people, prepare at least 55 of each item; coffee cups should cover everyone expected to take a hot drink.
When should I buy supplies for a writing competition?: Buy reusable equipment and specialist stationery at least two weeks before the event. Purchase or confirm catering quantities after registration closes, usually 5–7 days before the competition, when the participant list and dietary requirements are known.

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