What to buy for an animation festival

An animation festival needs more than films and projectors. You will need drinks and serving items for breaks, practical materials for workshops, and small technical backups that prevent delays between screenings. Buy or gather supplies based on your expected attendance, then add a 10% buffer for cups, plates, labels and workshop consumables. Check dietary requirements before placing the final food order, and test every cable, adapter and playback device before festival day.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 140
Bar stoolsqty 8
Registration desk
Coat racksqty 4
Waste binsqty 10

Equipment

Projectorsqty 3
Projection screensqty 3
Laptopsqty 6
Blu-ray playersqty 2
HDMI cablesqty 8
HDMI adaptersqty 6
USB sticksqty 6
Speakersqty 4
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
Headphonesqty 12
Headphone amplifier
Stop-motion camerasqty 8
Tripodsqty 8
Lamp setsqty 8
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 12
Power banksqty 6
Presentation clickersqty 2

Tableware

Reusable cupsqty 160
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Scissorsqty 8
Corkscrewsqty 3
Bottle openersqty 4

Decorations

Movie postersqty 30
Exhibition wallsqty 8
Photo framesqty 20
Runnerqty 2
Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Photo backdrop
Directional signsqty 20
Name badgesqty 160
Adhesive stripsqty 6
Cork boardsqty 4
Bulletin board cardsqty 160

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Battery lanternsqty 8

Workshop materials

Stop-motion figuresqty 40
Modeling clayqty 12
Drawing paperqty 500
Storyboard sheetsqty 180
Pencilsqty 180
Colored pencilsqty 120
Markersqty 120
Erasersqty 80
Sharpenersqty 20
Scissors for childrenqty 40
Glue sticksqty 40
Rolls of tapeqty 20
Craft cardboardqty 200
Backdrop clothsqty 8
Animation booksqty 20

Registration

Registration listsqty 10
Pensqty 40
Wristbandsqty 160
Program bookletsqty 180
Ballotsqty 180
Ballot boxesqty 3

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Disinfectant sprayqty 6
Waste sorting binsqty 6
Laundry basketsqty 4

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 40 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Non-alcoholic beer - 24 bottles
- Coffee beans - 5 kilograms
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 12 liters
- Oat milk - 8 liters
- Sugar - 3 kilograms
- Sweeteners - 3 boxes
- Lemons - 20 pieces
- Ice cubes - 20 kilograms
- Paper napkins - 600 pieces
- Mini croissants - 180 pieces
- Mini muffins - 180 pieces
- Brownies - 120 pieces
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 12 kilograms
- Mandarins - 80 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Mixed nuts - 6 bags
- Popcorn kernels - 5 kilograms
- Popcorn salt - 2 packs
- Sunflower oil - 2 liters
- Mini pizzas - 160 pieces
- Vegetarian mini pizzas - 80 pieces
- Vegan mini pizzas - 40 pieces
- Mini spring rolls - 160 pieces
- Vegetarian samosas - 120 pieces
- Hummus - 3 kilograms
- Cucumber - 12 pieces
- Carrots - 8 kilograms
- Cherry tomatoes - 6 kilograms
- Bell peppers - 30 pieces
- Baguettes - 25 pieces
- Cream cheese - 3 kilograms
- Herb cheese - 2 kilograms
- Young cheese - 4 kilograms
- Vegetarian spreads - 3 kilograms
- Vegan spreads - 2 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Olives - 3 kilograms
- Pickles - 3 jars
- Herb mix - 4 sachets
- Salt - 1 kilogram
- Pepper - 1 jar
- Paper straws - 300 pieces
- Stirrers - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

For drinks, plan two to three servings per person for the first hour, then one serving per person for each additional hour. Chill drinks at least 12 hours ahead if storage space allows.
For registration and wayfinding, prepare one printed name label per participant plus 10% extra. Print the run sheet, room signs and workshop labels no later than the day before the festival.
Pack at least one spare HDMI cable, one HDMI adapter for each laptop connection type, and two tested USB sticks with the film files and presentations. Keep these backups at the projection desk.
For each workshop, prepare one complete material set per registered participant and add two spare sets. Charge stop-motion cameras, laptops and power banks overnight, and bring extension cords and power strips for every active workstation.
Count reusable cups, coffee cups and plates for the busiest break rather than the average attendance. Allow at least one cup per person at a time, then add 10% for replacements and items left in other rooms.

Frequently asked questions

What should I buy for an animation festival?: Plan supplies in five groups: refreshments, serving ware, workshop materials, printed signage and technical backups. For attendance-based items, buy for the registered participant count plus 10%, and prepare two spare workshop sets.
How many drinks do I need for an animation festival?: Allow two to three drinks per person during the first hour, followed by one drink per person for every additional hour. Add 10% if the programme runs longer than four hours or includes an evening reception.
How many cups and plates do I need for a film festival?: Use the busiest break as your calculation point: one cup and one plate per person, with 10% extra. If drinks and food are served in separate rooms, add another 10% to avoid moving supplies during the programme.
When should I prepare the technical supplies for an animation festival?: Download and check the films and presentations at least 48 hours before opening. Test projectors, screens, speakers, microphones, laptops, Blu-ray players, HDMI cables and adapters again on the day before the festival.

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