What you need for an animation film festival

Use this shopping list to prepare an animation film festival without discovering missing supplies during the first screening. Plan for the audience flow as well as the films: registration needs a clear setup, equipment needs compatible connections and the room needs safe cable management. Buy or bring consumables for the expected attendance, then add a small reserve for late arrivals and technical problems. Check deliveries, batteries and printed materials at least one day before the festival.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Registration desk
Bar stoolsqty 6
Buffet tablesqty 4
Waste binsqty 8

Equipment

Projector
Projection screen
Media player
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Power stripsqty 6
Extension cordsqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Music player
USB sticksqty 4
Power banksqty 4
Charging cablesqty 6
Cable tiesqty 50

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 2

Decorations

Festival postersqty 20
Directional signsqty 10
Movie screensqty 4
Balloonsqty 100
Balloon ribbonqty 2
Adhesive hooksqty 30
Masking tapeqty 6
Tableclothsqty 12
Notice boardqty 2
Pensqty 30
Name badgesqty 120
Badge holdersqty 120

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Coolersqty 4
Ice containersqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Hand soap dispensersqty 4
Disinfecting gelqty 6
Cleaning clothsqty 30
Toilet brushesqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 6 liters
- Semi-skimmed milk - 10 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 12 bottles
- Sparkling water - 8 bottles
- Lemons - 2 kilos
- Ice cubes - 12 bags
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Popcorn kernels - 4 kilos
- Popcorn salt - 2 tubs
- Pretzels - 5 bags
- Rice cakes - 6 packs
- Crackers - 8 packs
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Mini rolls - 180 pieces
- Mini croissants - 120 pieces
- Cream cheese - 3 kilos
- Young cheese - 4 kilos
- Hummus - 3 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Turkey breast - 2 kilos
- Vegetarian spread - 2 kilos
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 4 kilos
- Lettuce - 8 heads
- Cherry tomatoes - 3 kilos
- Olives - 2 kilos
- Corn - 12 cans
- Chickpeas - 12 cans
- Pasta - 8 kilo
- Pesto - 8 jars
- Pasta sauce - 12 jars
- Diced tomatoes - 12 cans
- Vegetarian meatballs - 8 kilos
- Chicken pieces - 8 kilos
- Grated cheese - 4 kilos
- Parmesan cheese - 1 kilo
- Arugula - 2 kilos
- Basil - 20 bunches
- Garlic - 1 kilo
- Onions - 4 kilos
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Nut-free pesto - 4 jars
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 2 jars
- Cookies - 10 packs
- Brownies - 120 pieces
- Muffins - 120 pieces
- Vegan muffins - 40 pieces
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Chocolate bars - 120 pieces
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 300 pieces
- Teaspoons - 150 pieces
- Food gloves - 4 boxes
- Storage containers - 30 pieces
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles

Tips

Bring at least one spare HDMI cable, the correct adapter for every laptop, and two USB sticks with backed-up film files. Keep the backup copies separate from the main playback device.
Allow one registration place for every 75 to 100 guests and prepare name badges, the printed film programme and directional signs before doors open. Put the registration desk where arriving guests can see it immediately.
For a screening room, provide roughly 1.2 to 1.5 chairs per expected screening slot if people may attend different sessions. Keep a clear aisle and avoid placing chairs where extension cords cross the audience path.
Use one power strip or extension point per equipment cluster, rather than joining several power strips together. Secure loose cables with cable ties and test the projector, screen, media player, speakers and microphones at least 24 hours beforehand.
For catering, count one serving per registered guest plus 10% extra, and keep dietary requirements separate and clearly labelled. Arrange drinks and waste bins before the first screening so volunteers do not leave the room during a film.

Frequently asked questions

What equipment do I need for an animation film festival?: For each screening room, plan one projector, one projection screen, one media player or laptop, speakers, HDMI cables and the required HDMI adapters. Keep at least one backup playback device and two USB sticks with copied film files ready.
How many chairs do I need for an animation film festival?: Start with one chair per expected guest for each screening session, then add around 10% spare capacity. For 100 expected viewers, prepare about 110 chairs and leave clear access routes between rows.
How much catering should I buy for a film festival?: Buy one food serving and at least one drink per registered guest, plus 10% extra for late registrations and volunteers. Separate vegetarian, vegan and allergy-safe items before guests arrive rather than labelling them during service.
When should I test the film festival equipment?: Run a complete test at least 24 hours before opening, using the actual films, subtitles and playback device. Repeat a short sound and picture check 60 minutes before the first screening.

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