Fan convention shopping list

A fan convention needs more than tables and themed decorations. You will need supplies for registration, exhibitor and panel areas, wayfinding, presentations, quizzes and a prize table. Buy or borrow equipment early, especially projectors, microphones, speakers and extension cords, because replacements are harder to find close to the event. Use this list alongside your floor plan and program so every item has a clear location and purpose.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 170
High tablesqty 8
Stoolsqty 12
Coat racksqty 3
Bollardsqty 12
Stage sectionsqty 6
Speaker table
Changing room screenqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 4
Mixer
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 3

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Battery lampsqty 8

Decorations

Themed decorationsqty 12
Postersqty 20
Bannersqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 18
Photo backdrop
Decorative propsqty 15
Paper tapeqty 8
Duct tapeqty 6
Cable tiesqty 200
Scissorsqty 8
Markersqty 24
Cable tiesqty 100

Tableware

Reusable cupsqty 220
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Bottle openersqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4

Catering

Goodie bagsqty 170
Name badgesqty 220
Wristbandsqty 220
Ballotsqty 200
Quiz formsqty 100
Pensqty 80
Prizesqty 12
Polaroid filmqty 6
Consumption tokensqty 500
Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Tea - 200 bags
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 18 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Bar snacks - 5 kilogram
- Popcorn - 4 kilogram
- Pretzels - 4 bags
- Mini cookies - 6 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Coffee rolls - 80 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 kilograms
- Mandarins - 50 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilograms
- Bell peppers - 12
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Sliced cheese - 3 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Vegan toppings - 2 kilogram
- Young cheese - 2 kilograms
- Bread - 20 loaves
- Mini rolls - 250 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Unsalted butter - 2 kilograms
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Olives - 3 jars
- Pickles - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Ice cubes - 20 kilograms
- Napkins - 600 pieces
- Paper straws - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Cling film - 1 roll
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Tea towels - 20 pieces
- Paper towels - 12 packs
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
Ballot boxqty 2
Clipboardsqty 20
Display standsqty 12
Cash boxesqty 3
Polaroid camera
Conesqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 12
Waste sorting binsqty 4
Towel rollsqty 8

Tips

Prepare one name badge for every registered attendee, guest, exhibitor and volunteer, plus at least 10% extra for last-minute registrations or damaged badges.
Allow one route sign at every decision point, plus one sign at the entrance and one for each main room. Print the run sheet and keep at least 3 copies at the entrance desk, stage and speaker table.
For a panel or presentation room, plan one microphone per active speaker and keep at least 2 spare batteries per wireless microphone. Test the laptop, projector, screen, mixer and speakers together before doors open.
Count tables by function rather than room size: registration, exhibitors, speakers, prizes and catering each need their own surface. Add 2 chairs per speaker or panelist and keep 4 spare chairs available for unexpected guests.
Buy drinks and catering only after registration closes and dietary requirements are collected. Keep a separate labelled portion for each confirmed dietary need and have a small reserve for roughly 5% more people than expected.

Frequently asked questions

What do I need for a fan convention registration desk?: Set aside 1 table, 2 chairs, name badges, printed registration information and at least 10% spare badges. Keep pens, a laptop if you are checking registrations digitally, and a visible route sign at the entrance.
How many microphones do I need for a fan convention panel?: Use 1 microphone per person speaking at the same time, plus 1 for audience questions if the room is large. Test every microphone with the mixer and speakers at least 2 hours before opening.
How many extension cords and power strips should I buy?: Plan at least 1 extension cord and 1 power strip for each equipment cluster, such as the registration desk, projector, stage and exhibitor area. Add 2 spare extension cords and 2 spare power strips so one failure does not stop a session.
When should I buy fan convention decorations and signs?: Buy reusable decorations, banners, tablecloths and the photo backdrop at least 2 weeks before the convention. Print route signs, posters and the final run sheet 2 to 3 days before setup, after the room layout and program are confirmed.

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