What you need for a Children’s Film Festival

A children’s film festival needs more than films and a projector. You will need seating for different ages, clear cable management, serving supplies for snacks, and enough reusable cups and plates for the registered visitors. Check equipment compatibility before shopping: projectors, screens, laptops, HDMI cables, adapters, speakers and a mixer must work together. Buy or collect supplies at least two days before the festival so you still have time to replace missing items and portion the snacks.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 180
Beanbagsqty 40
Lounge cushionsqty 30
Stoolsqty 12
Coat racksqty 4
Bollardsqty 12

Tableware

Reusable cupsqty 220
Reusable platesqty 180
Cutlery setsqty 180
Popcorn cupsqty 180
Serving plattersqty 18
Scissorsqty 6

Equipment

Projectorsqty 3
Projection screensqty 3
Laptopsqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Speakersqty 6
Mixer
Microphonesqty 2
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Popcorn machine
Kettlesqty 2
Coffee machinesqty 2
Refrigeratorsqty 2
Coolersqty 4
High tablesqty 6

Decorations

Film festival bannerqty 2
Postersqty 20
Balloonsqty 150
Balloon ribbonqty 3
Star garlandsqty 8
Film clapboardsqty 4
Red carpetsqty 2
Tableclothsqty 10

Lighting

LED string lightsqty 8
LED lightsqty 12
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Serving spoonsqty 6
Measuring cupsqty 2
Storage binsqty 12
Thermos flasksqty 6
Ice packsqty 20

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Waste binsqty 12
Trash bin stickersqty 24
Hand broomsqty 4
Trash binsqty 4

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 6 cartons
- Spa Blauw - 12 bottles
- Sparkling water - 6 bottles
- Lemonade syrup - 4 bottles
- Coffee - 4 packs
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Lemon slices - 4 lemons
- Ice cubes - 12 bags
- Popcorn kernels - 8 kilograms
- Salt - 2 packs
- Popcorn oil - 4 bottles
- Popcorn cups - 200 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Mini pretzels - 6 bags
- Cheese sticks - 5 packs
- Mini pizzas - 12 boxes
- Mini hot dogs - 8 cans
- Mini sandwiches - 12 bags
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 6 kilograms
- Mandarins - 6 kilograms
- Cucumbers - 12 pieces
- Carrots - 5 kilograms
- Cherry tomatoes - 4 kilograms
- Raisins - 3 kilograms
- Muesli bars - 120 pieces
- Cookies - 12 packs
- Brownies - 8 boxes
- Mini muffins - 8 boxes
- Veggie wraps - 80 pieces
- Cheese slices - 4 kilogram
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Halal hot dogs - 6 cans
- Gluten-free crackers - 6 packs
- Gluten-free cookies - 6 packs
- Vegan snacks - 6 packs
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Coffee filters - 2 packs
- Teaspoons - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Compostable snack bags - 300 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfecting wipes - 8 packs
- Hand soap - 8 bottles
- Hand sanitizer gel - 6 bottles
- Toilet cleaner - 4 bottles
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Labels - 4 rolls
- Waterproof markers - 12 pieces
- Bandages - 4 boxes
- Tissues - 12 boxes
- Gum - 6 packs
- Peppermints - 4 bags

Organization

Name stickersqty 250
Wristbandsqty 250
Program flyersqty 250
Sign-up listsqty 10
Pensqty 30
Clipboardsqty 8
Directional signsqty 20
Allergen cardsqty 20
Movie ticketsqty 250
Cash register storage box
Cash box
Wallet pocketsqty 6
Walkie-talkiesqty 8
Power banksqty 8
Wristband cutterqty 2
Storage cratesqty 12
Transport cartsqty 2
Lost and found binsqty 3
Table sign holdersqty 15
Calculatorsqty 2
Cable tiesqty 100
Duct tapeqty 6
Painter's tapeqty 8
Safety vestsqty 12
Umbrellasqty 4
Headphonesqty 20
Colored pencilsqty 40
Coloring pagesqty 250
Craft paperqty 500
Markersqty 40
Sticker sheetsqty 100
Puzzlesqty 10
Board gamesqty 8
Coloring book foldersqty 10

Tips

Plan seating by age and session length: provide chairs for every registered child and adult, then add beanbags, lounge cushions or stools for informal viewing. Keep at least one clear route to each exit rather than filling every available space.
Buy or count serving items for the final visitor list, not the expected turnout. Have one reusable cup and plate per person, plus at least 10% extra for spills, replacements and late arrivals.
Test every projector, screen, laptop, HDMI cable and adapter together at least 24 hours before the first screening. Bring one spare HDMI cable and adapter, because a missing connector can delay an entire film session.
Prepare the snack station before guests arrive: portion popcorn into individual popcorn cups and place serving platters, cutlery sets and reusable plates within reach. Keep kettles, coffee machines and the refrigerator or coolers away from children’s traffic routes.
Gather extension cords, power strips and cable mats before setting up the rooms. Use cable mats anywhere visitors cross a cable, and bring scissors for opening packaging, cutting labels or making quick adjustments to signs and wristbands.

Frequently asked questions

What food and serving supplies do I need for a children’s film festival?: Plan one snack portion and one drink per child for each screening block. Buy one popcorn cup, reusable plate and reusable cup per visitor, then add 10% extra for spills, seconds and unexpected guests.
How many chairs and beanbags do I need for a film festival?: Provide one proper seat for every registered child and accompanying adult who needs one. Use beanbags, lounge cushions and stools for additional flexible seating, but keep clear access routes and do not rely on floor seating for every guest.
What projection equipment should I bring to a children’s film festival?: For each screening room, check that you have one projector, one projection screen, one playback laptop, compatible HDMI cables and any required HDMI adapters. Test the complete setup at least 24 hours beforehand and pack one spare cable and adapter.
When should I buy supplies for a children’s film festival?: Complete the main shopping at least two days before the event. Buy fresh snacks and drinks no later than the day before, and portion the popcorn and prepare the serving area on the day of the festival.

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