How to organise an anime convention

Start by fixing the date and venue, then build the programme around the spaces, equipment and people you can actually confirm. Registrations, exhibitors, workshops, guest speakers and competition events should be tracked in one schedule, with dietary requirements and volunteer availability collected early. Leave time for the practical details that are easy to postpone: the floor plan, stall assignments, badges, signs and technical tests. A final walk-through should check every public area, not just the main stage.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Compile program
3 people
3
Book workshops
2 people
4
Record competition events
2 people
5
Invite exhibitors
2 people
6
Invite guest speakers
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Register volunteers
2 people
11
Book catering
2 people
12
Order drinks
13
Reserve equipment
2 people
14
Book photographer
15
Create floor plan
2 people
16
Assign stalls
2 people
17
Confirm the competition jury
18
Buy prizes for competitions
2 people
19
Prepare name badges
2 people
20
Print program brochures
2 people
21
Create signage
2 people
22
Check game materials
2 people
23
Prepare the cosplay contest
3 people
24
Prepare quiz questions
2 people
25
Test the music and videos
2 people
26
Collect presentations
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Bring materials to the venue
4 people

Event

30
Open venue
2 people
31
Set up the entrance desk
3 people
32
Set up tables and chairs
5 people
33
Welcome exhibitors
3 people
34
Guide exhibitors to their spots
3 people
35
Hang up decorations
3 people
36
Set up the stage and screen
3 people
37
Connect the sound system
2 people
38
Test microphones
2 people
39
Test presentations and videos
2 people
40
Build the catering buffet
4 people
41
Prepare the registration list
2 people
42
Brief volunteers
2 people
43
Hand out program brochures
2 people
44
Register visitors
4 people
45
Hand out badges
3 people
46
Assist with opening program
2 people
47
Lead the workshops
4 people
48
Host the quiz
2 people
49
Oversee the Cosplay Contest
4 people
50
Provide jury briefing
2 people
51
Present prizes
3 people
52
Serve snacks
4 people
53
Refill drinks
3 people
54
Restock the buffet
3 people
55
Empty trash bins
2 people
56
Check toilets
57
Guide the photo moment
2 people
58
Present the evening program
2 people
59
Run the music program
60
See visitors out
3 people

Aftercare

61
Have exhibitors take down their stands
3 people
62
Switch off the equipment
2 people
63
Remove decorations
3 people
64
Collect tableware
3 people
65
Put furniture back
5 people
66
Chill leftovers
2 people
67
Separate waste
3 people
68
Clean the venue
4 people
69
Clean the restrooms
2 people
70
Check borrowed materials
2 people
71
Return materials
3 people
72
Clear away leftover stock
2 people
73
Register lost and found items
74
Inform exhibitors
75
Secure photos and files
76
Send visitor thank-you gifts

What to bring

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

Furniture

Reception deskqty 2
Folding tablesqty 24
Chairsqty 180
Bar stoolsqty 12
Tableclothsqty 24
Party tentsqty 4
Bollardsqty 12
Floor matsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving traysqty 20
Small bowlsqty 24

Decorations

Anime postersqty 30
Buntingqty 12
Balloon archesqty 4
Cosplay backdropsqty 3
Photo backdrop
Table decorationsqty 24
Directional signsqty 18
Backdrop clothsqty 4
Costume racksqty 6
Clothes hangersqty 60
Table numbersqty 30
Exhibitor name badgesqty 40

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 6
USB sticksqty 6
Label printer
Walkie-talkiesqty 8
Charging stationsqty 3
Power banksqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Ice containersqty 4
Cutting boardsqty 6
Chef's bread knivesqty 6
Serving spoonsqty 12
Pliersqty 12
Cookie tinsqty 12
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4
Kitchen scalesqty 2

Lighting

LED string lightsqty 12
LED spotlightsqty 8
Battery lampsqty 10
Spare batteriesqty 24

Sports equipment

Quiz buzzersqty 6
Stopwatchesqty 4
Scoreboardsqty 4
Prize tablesqty 2
Decorative swordsqty 6

Cleaning

Vacuum cleanerqty 2
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Hand soap dispensersqty 8
Hand sanitizer pumpsqty 12

Catering

Groceries

Registration

Name badgesqty 350
Badge holdersqty 350
Wristbandsqty 350
Pensqty 40
Cash registersqty 3
Cash boxesqty 3
Clipboardsqty 12
Program leafletsqty 400
Registration formsqty 400
Wristband scissorsqty 4

Office

Printer paperqty 10
Rolls of tapeqty 12
Duct tapeqty 8
Scissor setsqty 8
Cutting knivesqty 4
Staplersqty 4
Markersqty 24
Color markersqty 24
Whiteboard markersqty 12
Whiteboardsqty 4
Lanyardsqty 40
Badge clipsqty 40
Schedulesqty 20

Tips

Set the programme before printing anything. Confirm workshops, guest speakers, quiz content and competition timings first, then produce brochures, name badges and directional signs from the final version.
Treat the floor plan as an operational document, not decoration. Mark the reception desk, stalls, workshop areas, cosplay backdrop, catering points, seating and cable routes so exhibitors and visitors do not compete for the same space.
Give registrations a clear closing date at least 7 days before the convention. Use that deadline to finalise dietary requirements, volunteer shifts, badges, catering numbers and the quantity of printed materials.
Test all audio-visual equipment at the venue at least 24 hours beforehand. Run the projector, screens, laptops, speakers, mixer, wireless microphones, videos and music together, including every extension cord and power strip.
Prepare the cosplay contest and competition desk separately from the general programme. Confirm the jury, prizes, rules, entrant list and judging times before doors open, and keep the relevant materials together at reception.

Frequently asked questions

How early should I start organising an anime convention?: Start at least 6 months before the event if you need exhibitors, guest speakers, workshops and competition programming. Use the first 4 weeks to confirm the date, venue and core programme structure.
When should anime convention registrations close?: Close registrations around 7 days before the convention so you can process attendee details, dietary requirements, badges and catering numbers. Keep a small on-the-day registration process only if the venue and staffing allow it.
How many volunteers do I need for an anime convention?: Plan at least 1 volunteer for every 25 to 40 expected visitors, then add dedicated cover for reception, competitions, workshops and technical support. Create shifts of 3 to 4 hours so people are not responsible for a full day without a break.
How long before an anime convention should I test the equipment?: Complete a full venue test at least 24 hours before opening, including the projector, screens, microphones, speakers, mixer, laptops and cables. Repeat a short sound and video check 60 minutes before doors open.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.