What you need for a climate film night

A climate film night needs more than films and a projector. You will need reliable screening equipment, enough seating, clearly labelled registration and information points, and serving items for drinks or catering. Plan quantities around your confirmed registrations, then add a small buffer for cups, plates and cutlery. The items below also cover easy-to-miss details such as HDMI adapters, extension leads, cable reels, power banks and lights for safe movement after the screening.

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What to bring

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

Furniture

Chairsqty 85
Tablesqty 8
Registration desk
Information desk
Stoolsqty 4

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Power banksqty 2

Lighting

LED lightsqty 6
Mood lightingqty 4
Flashlightsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Coffee cupsqty 40
Tea glassesqty 40
Serving plattersqty 10
Pouring jugsqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Postersqty 12
Tableclothsqty 8
Name stickersqty 100
Pensqty 20
Information leafletsqty 100
Action cardsqty 100
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Tapeqty 6
Paper tapeqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Sparkling mineral water - 12 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 liters
- Organic lemonade - 6 liters
- Lemons - 2 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Grapes - 3 kilos
- Carrots - 4 kilos
- Cucumbers - 6 pieces
- Bell peppers - 3 kilos
- Cherry tomatoes - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Vegan cheese slices - 1 kilo
- Whole wheat bread - 12 loaves
- Whole grain crackers - 10 packs
- Rice cakes - 6 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Dark chocolate bars - 20 bars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Garlic powder - 1 jar
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Lemon juice - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Compostable trash bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 30 pieces
- Hand soap - 3 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Paper napkins - 300 pieces

Tips

Count one chair per registered guest and keep several spare seats available. If you are using stools as well, decide in advance where they will go so walkways remain clear.
Prepare at least one HDMI cable and one compatible adapter for every laptop connection you expect to use, plus a spare adapter. Test the complete laptop-to-projector-to-speaker setup before guests arrive.
Provide reusable cups, plates and cutlery for the maximum confirmed attendance, with roughly 10% extra. Keep coffee cups and tea glasses separate so hot drinks can be served without a queue.
Use extension cords, power strips and cable reels according to the room layout, not at the last minute. Add cable covers or secure loose cables where guests will walk, and keep power banks available for registration devices.
Place LED or ambient lighting near the entrance, registration table and refreshments without shining onto the screen. Keep torches available for staff so they can guide late arrivals between films.

Frequently asked questions

How many chairs do I need for a climate film night?: Plan one chair for each confirmed registration, then add 5 to 10 spare chairs. For 50 guests, prepare about 53 to 55 seats so last-minute arrivals do not immediately create a shortage.
How many reusable cups and plates should I buy or bring?: Prepare one cup and one plate per guest, plus around 10% extra. For 50 attendees, that means about 55 cups and 55 plates, with matching cutlery if food is being served.
What cables do I need for a film screening?: Bring at least one HDMI cable, one compatible HDMI adapter and one spare connection option for each laptop you plan to use. Test the setup at least 2 hours before opening the venue, including projector, speakers and the mixer.
How many extension cords and power strips are needed?: Map every powered item before setup and allow at least one power strip for each equipment area, with spare extension capacity for the registration table and refreshments. Bring cable reels and test all connections at least 1 hour before guests arrive.

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