What you need for a Film Fair

A Film Fair needs more than screens and films. You will also need supplies for exhibitor stands, visitor registration, presentations, catering, payments and wayfinding. This shopping list covers the practical items to buy or bring, from tables and cables to badges, quiz prizes and drinks. Check quantities against your exhibitor and visitor registrations, then add a small reserve for last-minute changes and replacements.

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What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 60
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 100
Tableclothsqty 24
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Laptop locksqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
USB sticksqty 4
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Power stripsqty 8
Extension cordsqty 8
Charging cablesqty 6
Power banksqty 4
Cash drawer
Payment terminal
Label printer
Handheld scannersqty 2
Wi-Fi router

Lighting

LED work lightsqty 4
Atmosphere lightsqty 8
Lamp standsqty 4

Decorations

Movie postersqty 20
Decorative clapperboardsqty 4
Red carpet
Barrier tapeqty 4
Directional signsqty 12
Stand number signsqty 24
Information boardsqty 6
Cable traysqty 10
Gaffer tapeqty 6

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 2
Pliersqty 6
Serving spoonsqty 6
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Food containersqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 3 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 6 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling water - 8 bottles
- Still water - 10 bottles
- Alcohol-free beer - 24 cans
- Beer - 48 cans
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 3 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Cocktail nuts - 4 bags
- Popcorn - 6 bags
- Mini cookies - 6 packs
- Brownies - 60
- Mini croissants - 60 pieces
- Mini sandwiches - 120 pieces
- Vegetable wraps - 40 pieces
- Chicken wraps - 40 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cheese slices - 2 kilos
- Ham slices - 1 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 shaker
- Olive oil - 1 bottle
- Napkins - 600 pieces
- Paper cups - 200 pieces
- Stirrers - 300 pieces
- Straws - 200 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Trash bags - 50 pieces
- Frozen ice cream - 10 bags
- Paper lunch bags - 100 pieces
- Allergen labels - 2 packs
- Pens - 20 pieces
- Printer paper - 2 packs
- Color ink - 2 cartridges
- Wristbands - 250 pieces
- Name stickers - 200 pieces
- Film quiz forms - 200 pieces
- Quiz pencils - 100 pieces
- Prize trophies - 3 pieces
- Gift vouchers - 3 pieces
Coolers for drinksqty 4
Drink dispensersqty 3
Coffee filtersqty 200
Thermos cupsqty 100
Allergen cardsqty 30
Menusqty 12

Cleaning

Trash bins with lidsqty 4
Waste sorting binsqty 4
Broom setsqty 2
Vacuum cleaner
Mop headsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Tips

Allow at least one tablecloth per exhibitor table, plus 10% extra for spills or changes to the floor plan. Keep spare signage materials available because stand numbers and directions are often adjusted late.
Bring one HDMI cable, adapter and charging cable for every presentation setup, plus at least two spares. Test each laptop, projector and presentation file before the fair rather than discovering a missing connector during setup.
Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Chill the first batch before doors open and keep a separate reserve for exhibitors and staff.
Prepare one name badge for every registered exhibitor, speaker, volunteer and organiser, with at least 10% extra blanks. Print registration lists shortly before the event so late registrations and dietary requirements are included.
Provide enough power strips and extension cords to reach every stand and presentation area without trailing cables across walkways. Label cables and adapters before setup, and charge power banks and handheld scanners the night before.

Frequently asked questions

What should I buy for a Film Fair?: Plan for stand furniture, tablecloths, signage, name badges, presentation equipment, payment equipment, catering supplies and drinks. The full list also includes spare cables, power equipment, quiz prizes and items for registration and waste collection.
How many drinks do I need for a Film Fair?: Budget two to three drinks per person for the first hour and one to two per person for every hour after that. Add around 10% extra if the programme runs long or the venue has limited nearby shops.
How many name badges should I print?: Print one badge for every registered exhibitor, speaker, volunteer and organiser, then add at least 10% blank or spare badges. Prepare them no later than the day before the fair so registration changes can still be included.
When should I check the Film Fair equipment?: Test projectors, screens, laptops, speakers, microphones, mixers, payment terminals and scanners at least one day before the event. Charge all equipment and power banks overnight, and keep spare HDMI cables and adapters on site.

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