What you need for a Children’s Film Festival

A children’s film festival needs more than films and seats. Plan supplies for registration, refreshments, projection, sound and safe movement around the hall. Reusable cups, plates and cutlery reduce waste, while coolers and thermos flasks keep drinks ready between screenings. Check every cable, power strip and media player before shopping, because replacing technical items on the festival day is difficult. Use your registration numbers to calculate food, drinks and seating, then keep a small reserve for late arrivals and spills.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Entrance desk
Catering tablesqty 4
Waste binsqty 8

Equipment

Film projector
Projection screen
Laptopsqty 2
Media playersqty 2
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 12
Power banksqty 4
Flashlightsqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 130
Reusable cutleryqty 150
Small bowlsqty 30
Serving spoonsqty 8
Pliersqty 6
Thermos flasksqty 6

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Microwave
Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 3
Serving plattersqty 12
Storage binsqty 12

Decorations

Film festival bannerqty 2
Balloonsqty 100
Balloon ribbonqty 2
Movie postersqty 12
Tableclothsqty 12
Star decorationsqty 8
Directional signsqty 12
Name badgesqty 40

Lighting

Mood lightingqty 6
LED lightsqty 8
Batteriesqty 24

Catering

Popcorn machinesqty 2
Popcorn cupsqty 150
Snack cupsqty 150
Drink dispensersqty 4
Ice packsqty 20
Entry wristbandsqty 150
Program leafletsqty 150
Film quiz prizesqty 30
Groceries
- Popcorn kernels - 8 kilograms
- Sunflower oil - 4 liters
- Popcorn salt - 500 grams
- Granulated sugar - 3 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 8 bags
- Mini cookies - 10 packs
- Mini muffins - 150 pieces
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilograms
- Bell peppers - 20 pieces
- Mixed salad - 3 kilograms
- Whole wheat bread - 20 loaves
- White rolls - 150 pieces
- Whole wheat wraps - 80 pieces
- Herb cheese - 3 kilograms
- Young cheese - 5 kilogram
- Cooked ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 3 kilograms
- Peanut butter - 2 kilograms
- Jam - 2 kilogram
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Tomato soup - 12 liters
- Vegetable soup - 8 liters
- Vegetarian soup - 8 liters
- Soup croutons - 6 bags
- Pasta - 8 kilograms
- Tomato sauce - 10 liters
- Pasta vegetables - 10 kilograms
- Grated cheese - 4 kilograms
- Vegetarian meatballs - 5 kilogram
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 12 pieces
- Vegan toppings - 2 kilogram
- Gluten-free cookies - 6 packs
- Milk - 12 liters
- Oat milk - 8 liters
- Coffee - 4 packs
- Tea - 4 boxes
- Cocoa powder - 2 kilograms
- Sugar sticks - 500 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 10 bottles
- Apple juice - 10 liters
- Orange juice - 10 liters
- Lemonade syrup - 4 bottles
- Spa Blue - 12 crates
- Sparkling water - 6 crates
- Ice cubes - 15 kilograms
- Lemons - 40 pieces
- Cinnamon - 2 jars
- Herb mix - 4 jars
- Olive oil - 2 liters
- Salt - 1 kilogram
- Pepper - 4 mills
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Trash bags - 80 pcs
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Dish soap - 4 bottles

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Waste sorting binsqty 4
Laundry stoolsqty 2

Other

Clipboard foldersqty 6
Pensqty 30
Permanent markersqty 12
Painter's tapeqty 8
Scissorsqty 6
Staplersqty 3
First aid kitsqty 2
Walkie-talkiesqty 6
Cash register
Cash box
Payment terminal

Tips

Plan two drinks per child for the first hour, then one additional drink per child for each further hour. Add about 10% extra cups and drinks for volunteers, guests and accidental spills.
Allow one chair per registered attendee, plus 5–10 spare chairs. Count volunteers and supervising adults separately so the entrance desk and catering area do not take seats away from the audience.
Prepare at least two complete projection connections: one main HDMI cable and one spare, with extension cords and power strips long enough to reach the projector, screen, speakers and media player without crossing walkways.
For a full day, provide one waste bin near the entrance, one near catering and one near the screening area. Place cable trays over any cable that must cross a walking route, and keep flashlights available for dark-room checks.
Buy or collect serving supplies at least 2 days before the festival. Test the projector, screen, speakers, mixer, microphones and every media player during the scheduled technical test, not when the audience is already arriving.

Frequently asked questions

How many drinks do I need for a children’s film festival?: Use two drinks per child for the first hour and one extra drink for every additional hour. Add 10% for volunteers, adults and spills, then keep chilled drinks in coolers and hot drinks in thermos flasks.
How many chairs should I get for a children’s film festival?: Provide one chair for every registered attendee, volunteer and accompanying adult. Add 5–10 spare chairs, or roughly 10% extra for a larger audience, so late registrations do not cause a shortage.
What cables and power supplies are needed for a children’s film festival?: Bring at least one HDMI cable and one spare, plus extension cords and power strips for the projector, media player, speakers and mixer. Check lengths and connections during the technical test at least 1 day before opening.
When should I buy supplies for a children’s film festival?: Complete the main shopping at least 2 days before the event and check the list again the day before. Collect venue keys, fill coolers and place serving supplies in the hall before doors open.

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