What to buy for a cinema open day

Use this shopping list to prepare a cinema open day with screenings, tours and a welcoming foyer. It covers the items visitors notice first, such as name badges, drinks, snacks, seating and clear entrance arrangements, as well as equipment that is easy to overlook. Plan quantities from your confirmed registrations, then add a small buffer for walk-ins and replacements. Check technical, catering and accessibility needs before buying anything you may already have on site.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

For drinks, plan two to three servings per person during the first hour, then one serving per person for each additional hour. Keep extra water available, especially if visitors are moving between tours and screenings.
Buy serving ware for your busiest refreshment period rather than your average attendance. Aim for at least one glass, plate and cutlery set per registered visitor, plus 10% extra for replacements and late arrivals.
Allow one chair for every seated visitor and add high tables for people who want to stand in the foyer. Confirm the room layout before arranging table skirts, coat racks and entrance barriers.
Test the laptop, presentation screen, microphone and speakers at least one day before the open day. Bring enough extension cables and power strips to keep walkways clear and avoid overloading a single outlet.
Prepare printed programmes, visitor information and name stickers before setup starts. Print around 10% more copies and stickers than the confirmed registration count so the entrance team can handle changes quickly.

Frequently asked questions

How much food and drink do I need for a cinema open day?: For drinks, allow two to three servings per person in the first hour and one per person for every hour after that. For snacks, prepare one portion per visitor for a short event, or two portions per visitor if the programme lasts more than three hours.
How many glasses, plates and cutlery sets should I buy?: Start with one complete set per registered visitor and add 10% extra. For 100 visitors, that means at least 110 glasses, plates and cutlery sets, unless you have a reliable washing-up point between sessions.
When should I test the cinema open day equipment?: Test the laptop, screen, microphone, speakers and power connections at least 24 hours before the event. Repeat a short sound and picture check 60 minutes before visitors arrive.
How many printed programmes and name stickers do I need?: Print one programme and one name sticker per registered visitor, then add 10% for walk-ins, damaged copies and spelling changes. For 100 registrations, prepare about 110 of each.