What you need for a short film festival

A short film festival needs more than films and a projector. You will need reliable playback equipment, enough seating, clear signs, registration materials and refreshments for guests, filmmakers and judges. Plan the technical setup around the number of screens and rooms, then add backups for the items most likely to fail. This checklist helps you shop and pack for screenings, presentations, registration and breaks without discovering missing cables or serving supplies on the festival day.

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What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 150
Waste binsqty 8

Equipment

Projectorqty 2
Movie screen
Laptopsqty 2
Media playersqty 2
Speakersqty 4
Microphonesqty 3
Microphone standsqty 3
Mixer
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Power banksqty 4
Presentation clicker
Laptop standsqty 2
Headphonesqty 2

Lighting

LED lightsqty 8
Mood lightingqty 6
Light standsqty 4

Tableware

Water glassesqty 160
Wine glassesqty 100
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving plattersqty 18
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Kitchen tongsqty 4
Ice packsqty 20

Decorations

Festival postersqty 12
Buntingqty 8
Tableclothsqty 12
Notice boardsqty 4
Directional signsqty 12
Name badge holdersqty 20
Jury prizesqty 6
Audience award

Catering

Program bookletsqty 150
Visitor badgesqty 150
Jury badgesqty 10
Voting cardsqty 150
Ballot boxesqty 3
Pensqty 40
Wristbandsqty 150
Groceries
- Coffee beans - 3 kilo
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 1 kilo
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Salted nuts - 4 bags
- Unsalted nuts - 4 bags
- Rice cakes - 6 packs
- Crackers - 8 packs
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Cream cheese - 3 kilos
- Young cheese - 4 kilos
- Brie - 2 kilos
- Hummus - 3 kilos
- Pesto - 6 jars
- Turkey breast - 3 kilos
- Smoked chicken - 2 kilo
- Cucumber - 12 pieces
- Tomatoes - 5 kilos
- Arugula - 12 bags
- Peppers - 20 pieces
- Olives - 6 jars
- Grapes - 8 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Mini carrots - 6 kilos
- Celery - 8 stalks
- Yogurt dip - 6 tubs
- Vegan dip - 6 tubs
- Brownies - 160 pieces
- Vegan muffins - 80 pieces
- Gluten-free cookies - 6 packs
- Lemons - 20 pieces
- Ice cubes - 20 kilo
- Napkins - 600 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfecting wipes - 8 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 12 pairs
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
Cash register
Payment terminal
Cash box
Receiptsqty 200
Label stickersqty 300
Food containersqty 100
Reusable drinking cupsqty 200
Thermos cupsqty 100

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 3
Floor squeegeeqty 2
Cleaning cart
Hand broomsqty 4

Tips

Plan one seat per expected visitor, plus 5–10% extra if the venue allows it. Add separate chairs or tables for registration, judges and presenters rather than taking them from the audience area.
Bring at least two HDMI cables, two extension cords and two power strips for each screening setup. Pack spare USB sticks and a power bank so presentation files and contact details are not dependent on one device.
Prepare one microphone for every speaking position, with a spare microphone available if the schedule includes frequent presenter changes. Test the mixer, speakers, stands and microphones together before guests arrive.
Buy or bring enough glasses, coffee cups, plates and cutlery for the maximum number of people present during one break, then add about 10% extra. Dietary requirements collected during registration should guide the grocery order, not last-minute guesses.
Make signs and name tags before the event and pack them with the presentation materials. Keep the confirmed film files, subtitles and backup copy on separate USB sticks, and check every file on the actual playback equipment before opening the doors.

Frequently asked questions

How many chairs do I need for a short film festival?: Plan one chair per registered visitor, filmmaker, judge and volunteer who will sit during the screening. Add 5–10% spare capacity where possible, so a screening for 100 people needs roughly 105–110 chairs.
How much technical equipment is needed for one screening room?: For one room, allow one projector, one screen, one media player or laptop, speakers, a mixer, one microphone and the required HDMI cables and power connections. Pack at least one spare HDMI cable, one backup playback device and two USB copies of the film files.
How many drinks and cups should I buy for a film festival?: For a first-hour reception or break, budget two to three drinks per person, then adjust for the total programme length. Buy cups or glasses for the largest single service plus about 10% extra; a festival with 80 guests therefore needs around 88 cups or glasses.
When should I test the films and subtitles?: Run a complete test at least 24 hours before the first screening, using the same projector, screen, speakers and playback device planned for the event. Recheck the first screening file and subtitles on the day, ideally 60–90 minutes before doors open.

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