What you need for a video art festival

A video art festival needs more than projectors and screens. You will need a separate playback setup for each programmed work or viewing station, plus cables, backups, lighting control and clear cable management. Plan the visitor areas as carefully as the exhibition spaces: registration, seating, coats, refreshments and headphones all affect how smoothly people move through the venue. Use this list to shop early and check every technical item against the artists’ required formats.

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What to bring

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

Furniture

Rectangular tablesqty 8
Chairsqty 160
Bar stoolsqty 12
Registration desk
Coat racksqty 2
Bollardsqty 12

Equipment

Video Projectorsqty 6
Projection screensqty 6
Media playersqty 8
Laptopsqty 3
Monitorsqty 4
Headphonesqty 12
Headphone amplifiersqty 4
HDMI splittersqty 4
HDMI cablesqty 12
DisplayPort cablesqty 6
USB sticksqty 8
Power stripsqty 12
Extension cordsqty 16
Cable traysqty 12
Gaffer tapeqty 8
Tripod setsqty 8
Spare Remote Controlsqty 6

Lighting

LED spotlightsqty 12
Light standsqty 6
Black blackout curtainsqty 12
Battery lampsqty 12

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 12
Serving trays with lidsqty 8

Decorations

Info boardsqty 12
Artist signsqty 24
Tableclothsqty 8
Photo wallsqty 2
Adhesive hooksqty 40
Printer paperqty 2
Markersqty 2
Badge holdersqty 180
Lanyardsqty 180
Program bookletsqty 180
Pensqty 20

Cleaning

Waste binsqty 12
Mop setsqty 2
Bucketsqty 4
Microfiber clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Fresh mint - 4 bunches
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ginger beer - 4 bottles
- Alcohol-free beer - 4 crates
- White beer - 3 crates
- Pils - 5 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Ice cubes - 20 kilo
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Pesto - 6 jars
- Olives - 8 jars
- Sun-dried tomatoes - 6 jars
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Celery - 2 heads
- Grapes - 5 kilos
- Apples - 5 kilo
- Pears - 4 kg
- Bananas - 3 kilos
- Lemon cake - 4 pieces
- Brownies - 6 boxes
- Mini muffins - 6 boxes
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted pretzels - 6 bags
- Rice crackers - 6 packs
- Gluten-free crackers - 4 packs
- Whole wheat baguettes - 12 pieces
- Gluten-free bread - 4 loaves
- Unsalted butter - 2 kilos
- Herb butter - 8 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Vegan cheese - 1 kilo
- Smoked chicken breast - 2 kilo
- Falafel - 3 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Sweet chili sauce - 2 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Napkins - 1000 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Paper towels - 12 packs
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Nitrile gloves - 4 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet-friendly cookies - 4 packs

Tips

Allow one media player or laptop per independent video station, and keep at least one spare laptop or player available for testing and replacements. Load the videos before opening day rather than relying on artist files at the venue.
Buy HDMI and DisplayPort cables in several lengths, not just one of each. Keep at least one spare cable per connection type, along with HDMI splitters where a single source must feed more than one screen.
Plan cable protection before equipment arrives. Use power strips, extension cords, cable trays and gaffer tape so walkways stay clear; add bollards where visitors could otherwise cross a cable route.
For headphone-based works, match the number of headphones to the maximum simultaneous audience and include headphone amplifiers where several listeners share one source. Keep spare remote controls and USB sticks with the technical supplies.
Do not leave visitor logistics until the final shopping trip. Registration desks, chairs, coat racks, tableware, coffee cups, glasses and plates should be ready before volunteers and guests arrive, while blackout curtains and battery lamps help control light in projection rooms.

Frequently asked questions

How many video players do I need for a video art festival?: Plan one player or laptop for every video that runs independently. Add at least one spare device for testing and replacement, especially if several works run continuously at the same time.
How many cables should I buy for a video art festival?: Buy one cable for every active connection and at least one spare for each connection type used. For a setup with six active HDMI connections, start with seven HDMI cables and check whether any works require DisplayPort adapters or splitters.
When should I prepare the festival video files?: Check video formats and load the files onto the players at least 24 hours before opening. Make backup copies on USB sticks and test every work with the actual projector, screen, monitor or headphones it will use.
How many headphones do I need for a video art festival?: Buy enough headphones for the maximum number of visitors who may use headphone works simultaneously, plus two spare pairs per listening area. If four people must listen to one source, include a headphone amplifier that supports at least four outputs.

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