What You Need for a Horror Film Festival

A horror film festival needs more than films and a projector. You’ll need reliable screening equipment, enough seating, controlled lighting, clear wayfinding and serving supplies for breaks. Use the guest count to calculate cups, plates and catering, then add technical backups before shopping. Small items such as HDMI adapters, extension cords, gaffer tape and flashlights are easy to overlook but can prevent delays on the day.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Bar stoolsqty 6
Clothes racksqty 2

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Speakersqty 4
Mixer
Microphonesqty 3
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Flashlightsqty 6

Decorations

Black drapesqty 8
Artificial spider websqty 6
Decorative spidersqty 30
Artificial skullsqty 8
Fake bloodqty 6
Horror postersqty 20
Red-and-white barrier tapeqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 4
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Serving trays with lidsqty 6

Catering

Ticketsqty 100
Program flyersqty 120
Name badgesqty 30
Pensqty 20
Cash tray
Menusqty 12
Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted popcorn - 8 bags
- Sweet popcorn - 6 bags
- Pretzels - 6 bags
- Cocktail nuts - 4 bags
- Olives - 4 jars
- Cucumber - 8 pieces
- Carrots - 4 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Baguettes - 12 pieces
- Crackers - 8 packs
- Mini wraps - 100 pieces
- Chicken breast topping - 1 kilo
- Vegetarian spread - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Tissues - 10 boxes
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Diet-free snack mix - 4 bags
- Gluten-free crackers - 4 packs
- Vegan wraps - 30 pieces

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 12
Hand soap dispensersqty 4
Disinfectant sprayqty 4

Tips

Count one chair per registered guest, then add 5–10% spare seating if the venue allows it. Check the layout before buying or borrowing tables, bar stools and clothes racks.
Prepare one complete connection kit for every screening setup: laptop, HDMI cable, the correct adapter, power strip and extension cord. Test each combination at least 24 hours before the festival.
For a dark horror atmosphere, use black drapes, artificial spider webs, decorative spiders, skulls, posters and fake blood, but keep walkways clear. Use red-and-white barrier tape and flashlights where guests need guidance.
Match reusable cups, coffee cups, plates and cutlery to the number of guests and planned service rounds. For a single refreshment break, allow at least one drinking cup and one plate per person, plus 10% spare.
Do not leave sound and lighting until the final setup. Check the speakers, mixer, microphones, LED spotlights and mood lighting during a full technical rehearsal, with spare extension cords and gaffer tape ready.

Frequently asked questions

What equipment do I need for a horror film festival?: Plan for a projector, projection screen, laptop, HDMI cables, suitable adapters, speakers, mixer, microphones and power distribution. Have the full setup tested at least 24 hours before doors open, including every film file and backup.
How many chairs do I need for a horror film festival?: Start with one chair per registered guest and add 5–10% spare capacity where possible. A festival with 100 registered guests therefore needs 100 seats, with 5 to 10 extra chairs recommended.
How much tableware should I buy for a film festival?: For one refreshment break, allow one reusable cup, coffee cup, plate and cutlery set per guest, then add 10% spare. For 80 guests, that means at least 88 of each item used during service.
When should I buy decorations and technical supplies?: Buy or secure decorations and cables at least 1–2 weeks before the festival so missing items can be replaced. Complete a final equipment and decoration check 24 hours before the first screening.

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