What you need for a dance documentary night

A dance documentary night needs more than a film and a projector. Plan drinks and snacks for the full audience, then check every item needed to serve them and run the screening without interruptions. Glasses, coffee cups, extension cords and HDMI adapters are easy to overlook, especially when equipment comes from different places. Use this list to shop, borrow or confirm the essentials before guests arrive.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Coat racksqty 2
Waste binsqty 4
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 2
Speakersqty 2
Audio mixer
Presentation clicker
Power stripsqty 6
Extension cordsqty 6
USB sticksqty 2

Lighting

Standing lampsqty 4

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Pitchersqty 6
Serving plattersqty 8
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 6
Bottle openersqty 3

Decorations

Dance postersqty 10
Directional signsqty 8
Name badgesqty 70

Cleaning

Bucketsqty 2
Mopsqty 2
Broom setsqty 2
Microfiber clothsqty 12

Catering

Groceries
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger ale - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemonade syrup - 2 bottles
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Mints - 1 box
- Lemons - 12 pieces
- Baguettes - 24 pieces
- Whole grain bread - 8 loaves
- Bread rolls - 60 pieces
- Butter - 1 kilo
- Young cheese - 4 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Vegetarian spread - 2 kilos
- Turkey breast - 3 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Arugula - 8 bags
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Popcorn - 8 bags
- Unsalted nuts - 3 kilos
- Gluten-free crackers - 6 packs
- Rice cakes - 6 packs
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles

Tips

Buy or prepare drinks for the whole evening, not just the screening. Chill cold drinks in coolers and keep hot water, coffee cups and thermos flasks ready for arrivals and the interval.
Allow enough tableware for every registered guest plus a small buffer of about 10 percent. Count reusable drinking glasses, coffee cups, plates and cutlery together before setting the tables.
Check the complete video and presentation setup at least one day before the event. Test the projector, screen, laptop, speakers, audio mixer, HDMI cables and adapters with the actual documentary file.
Bring power strips and extension cords even if the venue says power is available. A short cable or missing adapter can stop the projector or sound system from being placed where the audience can see and hear properly.
Prepare serving equipment as well as food. Put cutting boards and bread knives with the snacks, and keep serving tongs, platters and trays together so the buffet can be replenished without searching during the evening.

Frequently asked questions

What equipment do I need for a dance documentary screening?: You need a projector, projection screen, laptop, speakers, audio mixer, HDMI cables and any HDMI adapters your devices require. Test the full connection at least 24 hours before the screening.
How many glasses and plates should I buy for the event?: Plan one drinking glass, one plate and one cutlery set per registered guest, then add around 10 percent extra. For 40 guests, that means 44 of each item where practical.
How much food and drink should I buy for a documentary night?: For drinks, allow two to three servings per person during the first hour and about one serving per person for each additional hour. Add snacks for the arrival period and interval, based on the confirmed registration count.
When should I chill the drinks and prepare the buffet?: Chill bottled and canned drinks at least 4 hours before guests arrive, or overnight if possible. Set out the buffet shortly before opening so snacks stay fresh and the serving area is ready when registrations begin.

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