What you need for a children's film screening

A children's film screening needs more than a film and a projector. Plan seating for every registered child, plus a few spare places, and prepare snacks and drinks that can be served without interrupting the screening. Keep allergy-free items separate, test every cable and the film file before guests arrive, and set up a clear welcome point. This shopping list covers the practical supplies for the room, refreshments, registration and cleanup.

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What to bring

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

Furniture

Chairsqty 65
Foldable tablesqty 6
Welcome table
Coat racksqty 2
Beanbagsqty 12
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 5
Remote control
USB stickqty 2

Tableware

Reusable cupsqty 70
Reusable platesqty 70
Reusable bowlsqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving spoonsqty 6

Decorations

Movie-themed postersqty 8
Tableclothsqty 6
Balloonsqty 40
Arrow signsqty 8

Kitchen

Coolersqty 3
Thermos flasksqty 3
Water jugsqty 4
Popcorn machine

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12

Lighting

Standing lampsqty 2

Catering

Groceries
- Popcorn kernels - 4 kg
- Sunflower oil - 2 liters
- Popcorn bags - 80 pieces
- Popcorn seasoning - 2 jars
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Pretzel sticks - 4 bags
- Rice cakes - 4 packs
- Gluten-free crackers - 3 packs
- Mini cookies - 6 packs
- Allergy-free cookies - 3 packs
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kg
- Mandarins - 5 kg
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 6 cartons
- Spa Blauw - 8 bottles
- Spa Rood - 3 bottles
- Lemonade syrup - 2 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kg
- Mints - 1 box
- Lemon tea - 1 box
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Salt - 1 pack
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Hand soap - 3 bottles
- Disinfectant spray - 2 bottles
- Nitrile gloves - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Food labels - 2 packs

Tips

Plan one chair or beanbag per child, plus 5–10% extra seating for late additions or accompanying adults. Keep a clear aisle to the exits and leave space near the screen.
Allow about 2–3 cups of drinks per child for a screening of up to two hours. Chill drinks in coolers, and keep water in jugs or thermos flasks so refills do not depend on the kitchen.
Prepare roughly 1 small serving of popcorn or another snack per child, with 10% extra. Put allergy-free snacks in clearly separate bowls and use separate serving spoons to avoid mixing them.
Bring one working HDMI cable, at least one extension cord and one power strip for the projector, laptop and speakers. Test the complete setup, including sound and the film file, at least 24 hours beforehand.
Set up a welcome table with the guest list, wristbands, arrow signs and a visible welcome sign 30–45 minutes before doors open. Place waste bins near the snack table and keep a broom ready for spilled popcorn.

Frequently asked questions

How many snacks do I need for a children's film screening?: Plan one small snack serving per child and buy or prepare about 10% extra. For example, 30 children means 33 servings, plus separate allergy-free options based on the registrations.
How much drink should I buy for a children's movie event?: Allow 2–3 cups per child for a screening lasting up to two hours. For 30 children, prepare around 60–90 cups of drinks, with water available throughout.
What equipment do I need for a children's film screening?: You need a projector, projection screen, laptop, speakers, HDMI cable, remote control and reliable power connections. Test the full setup at least 24 hours before the screening and keep a USB stick with the film file as a backup.
When should I set up the room for a children's film screening?: Start the room setup 60–90 minutes before guests arrive. Finish the film and sound test at least 30 minutes before doors open, then use the remaining time for the welcome table, snacks and final safety checks.

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