What you need for an anniversary documentary screening

Use this shopping list to prepare an anniversary documentary screening for a seated audience, reception table, and shared refreshments. Plan serving ware as carefully as the food: glasses, coffee cups, plates, cutlery, platters, and utensils are easy to overlook when the focus is on the film. The screening also depends on a complete AV setup, including the correct HDMI connection, power access, speakers, and a working microphone. Add name badges, program cards, and directional signs before guests arrive.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Reception desk
Stoolsqty 4

Tableware

Glassesqty 90
Coffee cupsqty 80
Platesqty 90
Cutlery setsqty 90
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Microphoneqty 2
HDMI cableqty 2
HDMI adaptersqty 3
Power stripsqty 5
Extension cordsqty 5
Remote controlsqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving tongsqty 6

Decorations

Anniversary banner
Photo postersqty 8
Tableclothsqty 8
Name badgesqty 80
Directional signsqty 8
Adhesive stripsqty 2

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dish brushesqty 3
Cleaning glovesqty 4
Tea towelsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilogram
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 6 packs
- Beer - 48 bottles
- Alcohol-free wine - 6 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Ice cubes - 10 kilograms
- Mini sandwiches - 100 pieces
- Vegetarian sandwiches - 30 pieces
- Vegan sandwiches - 15 pieces
- Gluten-free sandwiches - 10 pieces
- Young cheese - 2 kilograms
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Cookies - 6 packs
- Brownies - 60
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Tips

Count one chair per registered guest, then add 5% spare capacity if the venue allows it. Set aside a separate table for registration, name badges, and program cards.
For a 2-hour screening with a reception, allow 2–3 drinks per person during the first hour and 1–2 per person for each additional hour. Chill drinks before opening the venue and keep a few non-alcoholic options separate.
Provide one glass, plate, and cutlery set per guest, plus at least 10% extra for replacements. Bring enough coffee cups for the full guest count if coffee is served before or after the film.
Check the laptop, projector, screen, speakers, microphone, HDMI cable, adapters, power strips, and extension cords at least 24 hours before the event. Test the exact documentary file and subtitle version, not just the equipment.
Prepare directional signs for the entrance, screening room, reception table, and toilets before guests arrive. Keep the anniversary banner and photo posters ready to hang without blocking the screen or sight lines.

Frequently asked questions

What should I buy for an anniversary documentary screening?: Start with drinks, snacks, coffee supplies, and serving ware for the confirmed guest count. You also need name badges, program cards, directional signs, and any missing AV connections such as HDMI adapters, power strips, or extension cords.
How many glasses and plates do I need per guest?: Plan one glass and one plate per guest, plus 10% extra for breakage, spills, or replacements. For 50 guests, that means at least 55 glasses and 55 plates.
How much food and drink do I need for a screening?: For drinks, allow 2–3 per person in the first hour and 1–2 per person for every hour after that. For snacks, prepare roughly 4–6 small portions per person for a reception-style service rather than a full meal.
When should I test the screening equipment?: Run a complete test at least 24 hours before the event and repeat a short connection check when the venue opens. Play the actual documentary, verify subtitles, and test the projector, speakers, microphone, cable, adapters, and power supply together.

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