Fantasy convention shopping list

A fantasy convention needs more than costumes and a programme. You will need serving supplies for food and drinks, practical items for registration and workshops, and decorations that make the venue feel like a themed space. Buy or borrow the large equipment first, then work through disposable and reusable items using your expected attendance. This list also covers details that are easy to leave until the final day, such as name badges, printed programmes, chilled drinks, and materials for the cosplay contest or RPG tables.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Bar stoolsqty 6
Clothes racksqty 4
Coat racksqty 4
Tableclothsqty 18
High tablesqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 150
Dessert platesqty 100
Cutlery setsqty 150
Serving plattersqty 12
Serving traysqty 6
Water jugsqty 8

Decorations

Fantasy bannersqty 12
Buntingqty 10
Artificial ivyqty 8
LED candlesqty 40
Treasure chestsqty 4
Artificial swordsqty 6
Dragon figuresqty 4
Photo backdrop
Photo wall accessoriesqty 25
Glue and tapeqty 10

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 4
Power banksqty 6
Alarm clocksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Paring knivesqty 4
Pliersqty 6
Serving spoonsqty 8
Bottle openersqty 4
traysqty 6

Registration

Registration tablesqty 2
Name badge holdersqty 120
Pensqty 30
Clipboardsqty 6
Cash registersqty 2
Cash traysqty 2
Wristbandsqty 120

Paper goods

Program flyersqty 150
Floor plansqty 120
Registration formsqty 150
Quiz formsqty 120
Evaluation formsqty 30
A4 paperqty 2
Directional signsqty 20
Markersqty 30

Game materials

RPG dice setsqty 20
Dice traysqty 6
Playing cardsqty 12
Notepadsqty 30
Pencilsqty 60
Miniaturesqty 80
Game matsqty 6
Sand timersqty 6

Prizes

Medal prizesqty 6
Gift vouchersqty 6
Trophiesqty 3

Lighting

LED string lightsqty 8
LED spotlightsqty 6
Batteriesqty 40

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 2
Bucketsqty 4
Cleaning cart

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 3 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 10 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Ginger ale - 6 bottles
- Tonic - 6 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Ice cubes - 15 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Pretzels - 6 bags
- Popcorn - 6 bags
- Rice crackers - 4 bags
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Mandarins - 4 kilo
- Cucumbers - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Hummus - 2 kilos
- Garlic sauce - 2 bottles
- Salsa sauce - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Mini wraps - 150 pieces
- White rolls - 100 pieces
- Multigrain rolls - 80 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Vegetarian spreads - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus wrap filling - 3 kilos
- Arugula - 1 kilo
- Lettuce - 4 heads
- Eggs - 60 pieces
- Flour - 3 kilos
- Baking powder - 2 sachets
- Vanilla sugar - 2 sachets
- Cinnamon - 1 jar
- Cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Dark chocolate - 2 kilos
- Milk chocolate - 2 kilo
- Candy mix - 4 kilos
- Marshmallows - 2 kilos
- Allergy-free cookies - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan toppings - 1 kilo
- Vegan wraps - 30 pieces
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Blue trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles

Tips

Plan at least 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Include water jugs and reusable cups so guests are not dependent on the bar.
Allow one chair per registered attendee for seated sessions, plus 10% extra if space allows. Count tables separately for registration, workshops, RPG sessions, food service, and the cosplay contest.
Prepare one name badge for every attendee, speaker, volunteer, and facilitator, with at least 10% spare badges for last-minute registrations. Print the programme before opening the venue and keep a few copies at registration.
Use at least one microphone and speaker setup for the main programme, and check every laptop, projector, screen, and microphone before guests arrive. A technical test 60 minutes before opening gives you time to replace missing cables or equipment.
Buy or gather themed decorations early, especially banners, bunting, artificial ivy, LED candles, treasure chests, dragon figures, and the photo backdrop. Keep glue and tape on the shopping list because decorations often need securing again during setup.

Frequently asked questions

What food and drink supplies do I need for a fantasy convention?: For each guest, plan 2–3 drinks during the first hour and 1–2 per hour after that. Match your expected attendance with reusable cups, coffee cups, plates, dessert plates, cutlery sets, serving platters, trays, and water jugs, then add about 10% spare tableware.
How many chairs and tables do I need for a fantasy convention?: Start with one chair per registered attendee for seated sessions and add 10% spare capacity where possible. Count separate tables for registration, workshops, RPG games, food service, and any cosplay or merchandise area rather than assuming one shared table will work.
When should I buy decorations for a fantasy convention?: Buy or borrow the main decorations at least 1–2 weeks before the event so you can check their condition and test the layout. Keep glue and tape available on setup day, since banners, bunting, artificial ivy, and photo displays commonly need last-minute fixing.
What equipment should I check before the convention starts?: Test laptops, projectors, projection screens, speakers, and microphones at least 60 minutes before doors open. Check the full presentation setup with the actual programme files, and keep a spare microphone or backup plan for announcements if available.

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