What you need for a photo festival

A photo festival needs more than prints and frames. Visitors move between exhibition rooms, presentations and refreshments, so your shopping list must cover display, registration, lighting, sound and serving. Count chairs and tableware from your guest list, then check which equipment the venue already supplies. Arrange printed programs, captions, extension cords and spare USB sticks before setup day; these are easy to overlook and difficult to replace once exhibitors arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Registration desk
Exhibition wallsqty 16
Stoolsqty 12
Coat racksqty 3
Waste binsqty 8
Tableclothsqty 8

Tableware

Reusable cupsqty 150
Wine glassesqty 100
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Coffee cupsqty 80
Serving traysqty 10

Equipment

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

Lighting

LED spotlightsqty 12
String lightsqty 6
Standing lampsqty 4

Decorations

Photo framesqty 40
Photo storage systemsqty 4
Table décorqty 12
Welcome sign
Directional signsqty 12
Photography backdropsqty 3
Ornamental plantsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Pliersqty 8
Ice packsqty 20
Water jugsqty 8

Registration

Badge holdersqty 150
Pensqty 30
Clipboardsqty 6
Guest bookqty 2
Ballot boxesqty 3

Workshop materials

Camerasqty 10
Tripod setsqty 10
Memory cardsqty 12
Cable tensionersqty 6
Reflectorsqty 6
Notepadsqty 30
Pencilsqty 30
Printer paperqty 250
Writing boardsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Towel dispensersqty 4

Other

Barrier tapeqty 2
Cable traysqty 12
Cable tiesqty 200
Duct tapeqty 6
Measuring tapesqty 2
Step laddersqty 2
Tool casesqty 2
Transport boxesqty 20
Hand-held fire extinguishersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 2 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Sparkling water - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini wraps - 120 pieces
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Grilled vegetables - 2 kilograms
- Cucumbers - 3 kilograms
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Olives - 2 kilograms
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Mandarins - 4 kilogram
- Strawberries - 3 kilograms
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 8 bags
- Salted nuts - 3 kilogram
- Raisins - 1 kilogram
- Cookies - 8 packs
- Brownies - 100 pieces
- Mini apple turnovers - 80 pieces
- Vegan muffins - 40 pieces
- Gluten-free crackers - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Herb mix - 2 containers
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Garbage bags for glass - 20 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Toilet freshener - 6
- Bandages - 2 boxes
- Paper wristbands - 150 pieces
- Name stickers - 150 pieces
- Printer paper - 2 packs
- Ink cartridges - 2 sets
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Plan one registration desk with a clear supply of printed programs and floor plans, plus a few spare copies for late arrivals. Keep the desk near the entrance rather than inside the exhibition flow.
For refreshments, count one plate, fork and cup per guest, then add at least 10% extra. Wine glasses, coffee cups and reusable cups are easy to undercount when several drinks are served during the program.
Give each presentation a tested laptop, projector, projection screen, speakers and microphone. Bring at least two USB sticks with the final files and test every connection before exhibitors arrive.
Use extension cords and power strips for the projector, laptops, mixer and lighting, but do not leave cables across walkways. Tape or reroute them before the exhibition opens, especially around the registration desk.
Do a final room check after the photo works and captions are installed: add lighting where prints are dark, place waste bins near catering, and make sure coat racks and stools do not block the exhibition walls.

Frequently asked questions

How much tableware do I need for a photo festival?: Start with one plate, fork, knife and reusable cup per guest, then add 10% spare. If you serve wine and coffee, count one wine glass and one coffee cup per guest as well; for 100 visitors, that means at least 110 of each item used throughout the event.
What AV equipment is needed for a photo festival presentation?: Prepare one laptop, projector, projection screen and speaker setup for each presentation room. Include microphones and stands when the room holds more than about 30 people, and bring two USB sticks containing the final presentations.
When should I order prints and exhibition materials?: Arrange materials as soon as the exhibition list and final image files are confirmed, preferably at least 2 weeks before opening. Check prints, captions and frames immediately on delivery so replacements can be ordered before setup day.
How many drinks should I buy for a photo festival?: For the first hour, allow 2 to 3 drinks per person, including water and non-alcoholic options. Add about 10% extra for staff, exhibitors and unexpected guests, then chill the drinks 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.