What you need for a short film festival

A short film festival needs more than films and a projector. Prepare the screening setup, backups, sound equipment, registration area, signage and refreshments before guests arrive. Plan seating for every registered guest, plus 5–10% spare chairs if space allows. Keep a backup laptop, copies of every film and extra cables on hand so a missing adapter or failed file does not interrupt the programme.

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What to bring

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

Furniture

Chairsqty 110
Cocktail tablesqty 8
Buffet tablesqty 4
Registration desk
Judges' table
Stoolsqty 6

Equipment

Projectorqty 2
Projection screen
Laptopqty 2
Spare laptop
HDMI cablesqty 4
HDMI adaptersqty 4
USB sticksqty 4
External Hard Drive
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
Cable traysqty 6
Gaffer tapeqty 4
Laser pointer

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
Spare batteriesqty 24

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 120
Dessert platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 2
Serving plattersqty 12
Serving trays with lidsqty 8
Pliersqty 8
Serving jugsqty 6
Bottle openersqty 4
Ice packsqty 20

Decorations

Film clapboardsqty 3
Movie postersqty 12
Photo backdrop
Red carpet
Tableclothsqty 8
Name card holdersqty 12
Prizesqty 3
Flower arrangementsqty 4
Directional signsqty 10
Cable tiesqty 50

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 2 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Lemons - 12 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilograms
- Cherry tomatoes - 1 kilogram
- Mini Cucumbers - 2 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Snack mix - 4 bags
- Sweet popcorn - 5 bags
- Popcorn salt - 5 bags
- Pretzels - 4 bags
- Rice cakes - 4 packs
- Crackers - 6 packs
- Baguettes - 8 pieces
- Mini rolls - 120 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Brie - 1 kilogram
- Vegetarian spread pâté - 6 tubs
- Chicken breast slices - 2 kilogram
- Boiled eggs - 30 pieces
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olives - 4 jars
- Pickles - 3 jars
- Walnuts - 1 kilogram
- Almonds - 1 kilogram
- Gluten-free crackers - 3 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan cheese - 1 kilogram
- Vegan spread - 6 tubs
- Mini muffins - 120 pieces
- Brownies - 100 pieces
- Cookies - 8 packs
- Napkins - 300 pieces
- Paper cups - 150 pieces
- Stirrers - 150 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Cleaning product - 3 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 8
Waste sorting binsqty 4

Registration

Name stickersqty 150
Ballpoint pensqty 20
Clipboardsqty 4
Registration listsqty 10
Ballotsqty 150
Ballot boxesqty 2
Program bookletsqty 150
Wristbandsqty 150
Envelopesqty 30

Office

Printer
Printer paperqty 2
Permanent markersqty 12
Tapeqty 6
Scissorsqty 4
Staplersqty 2
Staplesqty 4
Glue sticksqty 6
Clipboardsqty 6
Timersqty 3

Safety

Cable matsqty 8
Warning signsqty 6
Flashlightsqty 4
Basic toolsqty 2
Spare fusesqty 10

Tips

Allow one chair per registered guest and add 5–10% extra seating where the room permits. Set up cocktail tables and a separate registration desk before doors open so arrivals do not block the entrance.
Keep two copies of every film file: one on the screening laptop and one on a USB stick or external hard drive. Test every file during the technical rehearsal, not for the first time between screenings.
Count one microphone for the presenter and additional microphones only where they are needed for filmmaker introductions or judging. Bring microphone stands, speakers, a mixer and extension cords so the room does not depend on improvised cabling.
Check the laptop’s video output at least 2 hours before the audience arrives. Pack the correct HDMI adapters, two spare HDMI cables, power strips and gaffer tape; these are easy to overlook and difficult to replace during the programme.
Use one programme booklet and name badge per registered guest, plus 10% extra for late registrations or damaged copies. Put dietary information next to the catering order and chill drinks at least 4 hours before serving.

Frequently asked questions

How many chairs do I need for a short film festival?: Start with one chair per registered guest and add 5–10% spare chairs if the venue has room. For 80 guests, that means 80 seats, with 4–8 additional chairs as a buffer.
How many copies of each film should I bring?: Bring at least two copies of every film: the primary file for screening and a backup on a separate USB stick or external hard drive. Test both copies during the technical rehearsal, ideally 2–4 hours before the first screening.
What projection equipment is needed for a short film festival?: Prepare a projector, projection screen, laptop, spare laptop, HDMI cables, HDMI adapters, speakers and power equipment. Check the complete signal and sound chain at least 2 hours before doors open.
How many programme booklets and name badges should I make?: Prepare one of each for every registered guest, then add 10% extra. For 100 guests, make 110 programme booklets and 110 badges to cover late arrivals, replacements and last-minute registrations.

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