Anime Convention Planning Checklist
An anime convention needs more than a program and a cosplay contest. You need a workable floor plan, confirmed exhibitors and speakers, tested audiovisual equipment, volunteer coverage, registration details, and enough time for setup. This checklist puts the planning in a practical order, from confirming the date and venue to preparing badges, signage, workshops, competitions, catering, and the event-day desk. Use it to spot the details that are easy to leave until the final week.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm date and location
2 people
Compile program
3 people
Book workshops
2 people
Record competition events
2 people
Invite exhibitors
2 people
Invite guest speakers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register volunteers
2 people
Book catering
2 people
Order drinks
Reserve equipment
2 people
Book photographer
Create floor plan
2 people
Assign stalls
2 people
Confirm the competition jury
Buy prizes for competitions
2 people
Prepare name badges
2 people
Print program brochures
2 people
Create signage
2 people
Check game materials
2 people
Prepare the cosplay contest
3 people
Prepare quiz questions
2 people
Test the music and videos
2 people
Collect presentations
Do the shopping
3 people
Chill drinks
2 people
Bring materials to the venue
4 people
Event
Open venue
2 people
Set up the entrance desk
3 people
Set up tables and chairs
5 people
Welcome exhibitors
3 people
Guide exhibitors to their spots
3 people
Hang up decorations
3 people
Set up the stage and screen
3 people
Connect the sound system
2 people
Test microphones
2 people
Test presentations and videos
2 people
Build the catering buffet
4 people
Prepare the registration list
2 people
Brief volunteers
2 people
Hand out program brochures
2 people
Register visitors
4 people
Hand out badges
3 people
Assist with opening program
2 people
Lead the workshops
4 people
Host the quiz
2 people
Oversee the Cosplay Contest
4 people
Provide jury briefing
2 people
Present prizes
3 people
Serve snacks
4 people
Refill drinks
3 people
Restock the buffet
3 people
Empty trash bins
2 people
Check toilets
Guide the photo moment
2 people
Present the evening program
2 people
Run the music program
See visitors out
3 people
Aftercare
Have exhibitors take down their stands
3 people
Switch off the equipment
2 people
Remove decorations
3 people
Collect tableware
3 people
Put furniture back
5 people
Chill leftovers
2 people
Separate waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Check borrowed materials
2 people
Return materials
3 people
Clear away leftover stock
2 people
Register lost and found items
Inform exhibitors
Secure photos and files
Send visitor thank-you gifts
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Reception deskqty 2
- Folding tablesqty 24
- Chairsqty 180
- Bar stoolsqty 12
- Tableclothsqty 24
- Party tentsqty 4
- Bollardsqty 12
- Floor matsqty 8
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 80
- Platesqty 180
- Cutlery setsqty 180
- Serving traysqty 20
- Small bowlsqty 24
Decorations
- Anime postersqty 30
- Buntingqty 12
- Balloon archesqty 4
- Cosplay backdropsqty 3
- Photo backdrop
- Table decorationsqty 24
- Directional signsqty 18
- Backdrop clothsqty 4
- Costume racksqty 6
- Clothes hangersqty 60
- Table numbersqty 30
- Exhibitor name badgesqty 40
Equipment
- Projectorqty 2
- Projection screensqty 2
- Laptopsqty 3
- Speakersqty 4
- Mixer
- Wireless microphonesqty 4
- Microphone standsqty 4
- Extension cordsqty 12
- Power stripsqty 12
- HDMI cablesqty 6
- USB sticksqty 6
- Label printer
- Walkie-talkiesqty 8
- Charging stationsqty 3
- Power banksqty 8
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 8
- Ice containersqty 4
- Cutting boardsqty 6
- Chef's bread knivesqty 6
- Serving spoonsqty 12
- Pliersqty 12
- Cookie tinsqty 12
- Food containersqty 20
- Aluminum foilqty 4
- Cling filmqty 4
- Kitchen scalesqty 2
Lighting
- LED string lightsqty 12
- LED spotlightsqty 8
- Battery lampsqty 10
- Spare batteriesqty 24
Sports equipment
- Quiz buzzersqty 6
- Stopwatchesqty 4
- Scoreboardsqty 4
- Prize tablesqty 2
- Decorative swordsqty 6
Cleaning
- Vacuum cleanerqty 2
- Broom setsqty 4
- Mopsqty 4
- Bucketsqty 4
- Cleaning cartsqty 2
- Hand soap dispensersqty 8
- Hand sanitizer pumpsqty 12
Catering
- Groceries
Registration
- Name badgesqty 350
- Badge holdersqty 350
- Wristbandsqty 350
- Pensqty 40
- Cash registersqty 3
- Cash boxesqty 3
- Clipboardsqty 12
- Program leafletsqty 400
- Registration formsqty 400
- Wristband scissorsqty 4
Office
- Printer paperqty 10
- Rolls of tapeqty 12
- Duct tapeqty 8
- Scissor setsqty 8
- Cutting knivesqty 4
- Staplersqty 4
- Markersqty 24
- Color markersqty 24
- Whiteboard markersqty 12
- Whiteboardsqty 4
- Lanyardsqty 40
- Badge clipsqty 40
- Schedulesqty 20
Tips
- Lock the date and location before inviting exhibitors or speakers. Once you know the room layout, assign stalls, place the reception desk, and check where power, projection screens, microphones, and crowd barriers will go.
- Build the program with fixed timings for workshops, quiz rounds, competition events, and guest appearances. Leave at least 15 minutes between busy sessions so volunteers can reset rooms and guide attendees.
- Test every laptop, projector, screen, speaker, mixer, wireless microphone, and video at least 3 days before the convention. Pack extension cords and power strips with the equipment instead of assuming the venue will provide enough.
- Collect dietary requirements during registration and give the final headcount to catering at least 7 days before the event. Plan drinks, reusable cups, coffee cups, plates, cutlery, trays, and small bowls for both serving and cleanup.
- Prepare badges, printed programs, directional signs, cosplay backdrops, and the photo area before the final setup day. Put signs at every decision point, not only at the entrance, and keep a spare set of badges and printed programs at reception.
Frequently asked questions
- How far in advance should I start planning an anime convention?
- Start at least 6 months ahead for a small convention and 9 to 12 months ahead for a larger one. Confirm the date and location first, then book workshops, speakers, exhibitors, catering, photography, and equipment in that order.
- When should anime convention registration close?
- Close standard registration 7 to 14 days before the event if you need a reliable catering headcount and printed badges. Keep a separate process for late or on-site registration so it does not delay the reception desk.
- How much time do I need to set up an anime convention?
- Allow at least 4 hours for a small venue and a full day for a multi-room convention. Tables, chairs, stalls, signage, decorations, audiovisual equipment, registration materials, and competition areas should be checked before doors open.
- When should I test the anime convention equipment?
- Run a complete technical test at least 3 days before the event and repeat a short check on the morning itself. Test music, videos, microphones, speakers, the mixer, projectors, screens, laptops, extension cords, and power strips.
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