What you need for an animation film festival

An animation film festival needs more than films and a projector. You need reliable playback equipment, the right cables and adapters, clear registration materials, room signage, lighting and catering supplies. Use this shopping list alongside your programme and venue plan. Check quantities against your expected audience, then test every playback device and connection before festival day so a missing adapter or flat battery does not interrupt a screening.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Registration desk
Buffet tablesqty 3
Stoolsqty 8

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Media playersqty 2
HDMI cablesqty 6
HDMI adaptersqty 4
USB sticksqty 4
Extension cordsqty 8
Power stripsqty 6
Wireless microphonesqty 3
Mixer
Speakersqty 4
Laptop chargersqty 4
Spare batteriesqty 24
Remote controlsqty 3

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 4

Decorations

Movie postersqty 12
Film stripsqty 6
Balloonsqty 100
Tableclothsqty 10
Decorative clapperboardsqty 6
Directional signsqty 12
Roll-up bannersqty 3
Tapeqty 6
Cable traysqty 10
Scissorsqty 8
Ropeqty 2
Cable tiesqty 100

Tableware

Reusable drinking glassesqty 140
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 12
Serving tongsqty 6
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Serving trays with lidsqty 8
Bottle openersqty 4
Kitchen tongsqty 4

Catering

Trash cansqty 8
Coffee panelsqty 3
Menu boardsqty 4
Ice packsqty 12
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 6 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Mints - 1 box
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Paper cups - 200 pieces
- Stir sticks - 200 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted popcorn - 8 bags
- Sweet popcorn - 6 bags
- Pretzels - 4 bags
- Mini cheese straws - 4 packs
- Mini spring rolls - 4 packs
- Cucumber - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilos
- Lemons - 10 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Herb cheese - 4 tubs
- Cheese slices - 3 kilos
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus wraps - 60 pieces
- Mini rolls - 150 pieces
- Whole grain bread - 8 loaves
- Gluten-free bread - 2 loaves
- Vegan sandwiches - 30 pieces
- Butter - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 2 jars
- Olives - 4 jars
- Pickles - 3 jars
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Cookies - 10 packs
- Brownies - 80 pieces
- Muffins - 80 pieces
- Vegan muffins - 20 pieces
- Gluten-free cookies - 4 packs
- Napkins - 500 pieces
- Paper snack trays - 250 pieces
- Wooden skewers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Pedal bin liners - 40 pieces
- Dish soap - 2 bottles
- Sponges - 10 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls
- Tissues - 12 boxes
- Cleaning wipes - 4 packs
- Paper towels - 8 packs
- Chewing Gum - 10 packs
- Mints - 10 boxes
- Ballot slips - 150 pieces
- Pens - 30 pieces
- Name stickers - 150 pieces
- Wristbands - 150 pieces
- Thank-you cards - 150 pieces

Registration

Name badge holdersqty 150
Clipboardsqty 8
Registration foldersqty 4
Cash register
Payment terminal
Cash float box
Ballot boxesqty 3

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
All-purpose cleanerqty 3
Glass cleanerqty 2
Toilet brushesqty 4
Rubber glovesqty 8

Safety

First aid kit
Flashlightsqty 4
Cable markersqty 30
Non-slip matsqty 6

Promotion

Promotional postersqty 30
Flyersqty 500
Photo backdrop
Prize trophy
Prize pack

Office

Printersqty 2
Paperqty 5
Markersqty 12
Ballpoint pensqty 30
Notepadsqty 10
Bindersqty 6
Envelopesqty 150
Staplersqty 3
Paper clipsqty 2

Tips

Bring at least one USB stick with the final film files and keep a second copy on a separate laptop or drive. Collect and test the files at least 48 hours before the first screening.
Pack one HDMI cable, one HDMI adapter and one power cable for each active playback setup, plus one spare of each connection type. Different laptops often require different adapters.
Prepare name badges, printed programmes and directional signs for the full registered audience, then add 10% extra. Last-minute guests and damaged prints are easy to overlook.
For a seated screening, count one chair per registered visitor and keep the registration desk separate from the entrance queue. Add tables for registration and the buffet so people do not block the screening-room doors.
Check chilled catering items on the day of the festival and store them cold until serving. Keep spare batteries, laptop chargers, extension cords and power strips together in one clearly labelled equipment box.

Frequently asked questions

What equipment do I need for an animation film festival?: Plan for a projector, projection screen, playback laptop or media player, HDMI cables, adapters, speakers and a mixer if required by the venue. Bring at least one spare HDMI connection and test the complete setup 48 hours before the event.
How many chairs do I need for a film festival screening?: Provide one chair for every registered visitor, then add around 10% extra if the room allows it. For 80 registrations, prepare 88 chairs and keep a clear route to the exits.
How many printed programmes and name badges should I buy?: Prepare one programme and one name badge per expected visitor, plus 10% extra for walk-ins, misprints and replacements. For 100 visitors, print or buy 110 of each.
When should I buy supplies for an animation film festival?: Buy non-perishable supplies, cables, signage materials and decorations at least 7 days beforehand. Buy or collect chilled catering products on the event day, and complete the equipment check no later than 48 hours before the first screening.

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