What you need for a Cycling Film Festival

A Cycling Film Festival needs more than films and a projector. You will need drinks and serving items for the audience, reliable cables and power backups, seating, coat storage and a clear bicycle parking setup. Buy or borrow the items below after you know your attendance and room layout. Check technical compatibility at least one week before the screening, and leave time for chilling drinks and packing spares on the day.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 160
Beer tablesqty 4
Bar stoolsqty 6
Stage sectionsqty 4
Dressing room tablesqty 2
Waste binsqty 8
Coat racksqty 3
Bicycle racksqty 20

Equipment

Projector
Movie screen
Laptopsqty 2
Media playersqty 2
Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 8
Spare batteriesqty 24
Power banksqty 4
USB sticksqty 3
Laser pointer

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 120
Platesqty 180
Dessert platesqty 160
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving spoonsqty 12
Serving plattersqty 12
Pouring jugsqty 8
Thermos flasksqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Serving tongsqty 8
Measuring cupsqty 3
Ice packsqty 24

Lighting

LED work lightsqty 4
Mood lightingqty 6
String lightsqty 6

Decorations

Bike flagsqty 12
Movie postersqty 10
Directional signsqty 12
Tableclothsqty 10
Chalkboardsqty 4
Chalk markersqty 8
Name badgesqty 40

Sports equipment

Bike pumpsqty 3
Multi-toolsqty 4
Tire leversqty 8
Inner tubesqty 12
Bicycle standsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 6 packs
- Tea - 8 boxes
- Decaf coffee - 1 pack
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Ice cubes - 12 bags
- Hummus - 12 tubs
- Baba ganoush - 6 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Arugula - 12 bags
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Carrots - 4 kilograms
- Celery - 2 kilograms
- Grapes - 6 kilograms
- Apples - 150 pieces
- Bananas - 100 pieces
- Wholemeal bread - 18 loaves
- White bread - 10 loaves
- Wholegrain wraps - 12 packs
- Mini rolls - 180 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Unsalted butter - 2 kilograms
- Margarine - 1 kilogram
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Lentil salad - 6 kilogram
- Green salad - 6 kilograms
- Falafel - 5 kilogram
- Grilled vegetables - 6 kilograms
- Chicken skewers - 6 kilograms
- Vegetarian quiche - 8 pieces
- Vegan quiche - 4 pieces
- Gluten-free meal - 8 portions
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Yogurt dressing - 3 bottles
- Vegan dressing - 3 bottles
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 bags
- Student mix - 4 kilograms
- Olives - 12 jars
- Pickles - 6 jars
- Crackers - 12 packs
- Popcorn kernels - 5 kilograms
- Popcorn salt - 2 packs
- Chocolate cookies - 12 packs
- Vegan cookies - 6 packs
- Brownies - 180 pieces
- Vegan brownies - 30 pieces
- Lemon cake - 6 pieces
- Honey - 2 jars
- Jam - 4 jars
- Paper napkins - 600 pieces
- Cocktail picks - 500 pieces
- Coffee filters - 3 packs
- Stirrers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Hand soap - 6 bottles
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Disposable gloves - 200 pieces

Tips

Plan drinks at 2–3 per person for the first hour, then add about 1 drink per person for each additional hour. Include water and non-alcoholic options, and chill them several hours before doors open.
Count one chair per seated guest, then add 5–10 spare chairs if the room allows. Provide at least one table for tickets or wristbands and another for drinks or catering.
Test the projector, screen, laptop or media player, mixer, speakers and microphones together at least 7 days before the festival. Pack two compatible HDMI cables, spare batteries and a USB stick with the films and run sheet.
Allow roughly 1 bicycle parking space per cycling guest unless many people are arriving together. Set up racks before doors open and keep a clear route from the racks to the entrance.
Use reusable drinking glasses, coffee cups, plates, dessert plates, forks and knives based on your guest count, plus 10–15% extra. Put waste bins near the bar, catering table and exit rather than relying on one bin in the corner.

Frequently asked questions

How many drinks do I need for a Cycling Film Festival?: For the first hour, plan on 2–3 drinks per person, including water and non-alcoholic choices. Add about 1 drink per person for every extra hour, then increase the water supply if the venue is warm.
How many chairs and tables do I need for the festival?: Provide one chair per seated guest and keep 5–10 spare chairs available where possible. At minimum, plan separate tables for ticket or wristband collection, drinks or catering, and any presentation or technical equipment.
What technical equipment should I bring as a backup?: Bring at least two HDMI cables, one spare USB stick containing the checked films, spare microphone batteries and one power bank. Complete a full technical test at least 7 days before the screening and keep the backup items at the control position.
When should I buy supplies for a Cycling Film Festival?: Buy or confirm non-perishable equipment and tableware at least 1–2 weeks beforehand. Purchase fresh catering and chill drinks on the day or the evening before, depending on storage space and the supplier’s lead time.

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