We are trying to follow this model:
FAMSCo allocates budget, and the event organizer takes care of the rest. In some cases, we have local leaders in place who help with efficiency by generating a bunch of swag locally and then redistributing it later on.
The best thing that you can do is think about how many Live CDs or DVDs you would like, and contact one or two local production companies to you for quotes, and then let us know what you hear back, so we can factor that into the budget request.
Thanks.. :)
For India, I would highly recommend contacting Sankarshan and Rahul for local help in mass-producing CDs and DVDs. There is a fund of money set aside specifically for that purpose in India, and they might be able to make it trivially easy for you to get stuff.
Judging from the correspondence with the organisers, 40 Live cd and 40 DVD will do. And will need a few posters and (if possible) a few stickers.