What to Buy for a Short Film Festival

A short film festival needs more than films and a projector. You will need reliable playback, clear sound, enough power, a visible check-in area and practical supplies for guests and volunteers. Plan seating and tableware from your registration count, then add a small buffer for walk-ins and replacements. This shopping list covers the physical items that are easy to overlook, especially adapters, cables, batteries, tape and backup storage.

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What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 12
Entrance desk
Stoolsqty 8
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
Media player
HDMI cablesqty 4
HDMI adaptersqty 4
Audio mixer
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
USB sticksqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Spare batteriesqty 24

Tableware

Water glassesqty 180
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Hot traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Thermos flasksqty 6

Decorations

Program postersqty 12
Movie postersqty 20
Red carpet
Tableclothsqty 12
Name card holdersqty 6
Balloonsqty 60
Decorative garlandsqty 6
Flower arrangementsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 6 crates
- Beer - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salted popcorn - 8 bags
- Unsalted nuts - 4 kilos
- Olives - 6 jars
- Cucumber - 12 pieces
- Cherry tomatoes - 6 kilos
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mini wraps - 250 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilos
- Brie - 3 kilo
- Chicken breast topping - 3 kilos
- Vegetarian spread - 3 kilos
- Pesto - 8 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Olive oil - 2 bottles
- Baguettes - 35 pieces
- Mini quiches - 250 pieces
- Vegetarian samosas - 200 pieces
- Brownies - 180 pieces
- Cookies - 12 packs
- Chocolate - 6 kilos
- Ice cubes - 30 kilo
- Paper napkins - 1000 pieces
- Coffee filters - 200 pieces
- Stirrers - 500 pieces
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Diet-friendly snacks - 40 portions

Registration

Name badgesqty 220
Badge holdersqty 220
Pensqty 30
Clipboardsqty 6
Wristbandsqty 220
Ballot formsqty 200
Ballot boxesqty 2
Program bookletsqty 220
Visitor listsqty 8

Communication

Walkie-talkiesqty 8
Charging stationsqty 2
Printer paperqty 500
Ink cartridgesqty 2
Route signsqty 12
Arrow stickersqty 30
Tapeqty 6
Writing foldersqty 6

Cleaning

Trash bag holdersqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 24
All-purpose cleanerqty 4
Glass cleanerqty 2
Toilet brushesqty 4
Rubber glovesqty 12
Paper towelsqty 12

Safety

First aid kitsqty 2
Flashlightsqty 4
Cable matsqty 12
Fire extinguishersqty 4
Emergency exit signsqty 6

Prizes

Audience award
Jury prizesqty 3
Certificatesqty 6
Gift vouchersqty 6
Trophiesqty 4

Tips

Plan one chair per registered guest, plus 5–10% extra if the venue allows it. Add a few stools for informal seating or volunteers who need to stay near the entrance desk.
Bring at least one spare HDMI cable, one HDMI adapter for each laptop connection type and two USB sticks for film-file backups. Test every playback device with the actual files before opening.
Allow one power strip for each equipment cluster and keep extension cords long enough to reach the nearest outlet. Use gaffer tape to secure every cable that crosses a walking route.
For a drinks or catering station, count one coffee cup, water glass and plate per expected guest, then add 10% extra. Provide serving utensils for every platter so guests do not use cutlery to serve food.
Prepare signage for the entrance, screening rooms and key directions, and pack spare batteries for wireless microphones and lighting. Keep the run sheet, backup files and adapters together at the entrance desk so a volunteer can reach them quickly.

Frequently asked questions

What equipment do I need for a short film festival?: Plan for a projector, projection screen, playback laptop or media player, speakers, audio mixer, HDMI cables and compatible adapters. Bring at least one spare cable and two USB sticks with backup copies of the films.
How many chairs should I buy for a short film screening?: Use one chair per registered guest and add 5–10% extra when possible. For 80 expected guests, that means 84–88 chairs, subject to the venue’s capacity and layout.
How much tableware do I need for a film festival?: Count one cup, water glass and plate per guest, then add about 10% for late arrivals, drops and replacements. For 80 guests, prepare roughly 88 of each frequently used item.
When should I buy cables, batteries and other festival supplies?: Buy or reserve technical supplies at least 2–3 weeks before the festival. Test the full setup with the film files no later than 3 days before the first screening, leaving time to replace missing adapters or faulty cables.

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