What you need for a dance film night

A dance film night needs more than films and a projector. Plan drinks and snacks for the full screening, plus cups, plates, serving utensils and coffee supplies if the programme runs into the evening. Keep ice ready for chilled drinks, and check cables, power strips and spare batteries before guests arrive. This shopping list also covers the small practical items that are easy to overlook, from name badges to tablecloths.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
Buffet tablesqty 3
Clothing rack

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Speakersqty 2
Audio cablesqty 2
Power stripsqty 4
Extension cordsqty 4
Spare batteriesqty 12

Lighting

Atmosphere lightsqty 8
String lightsqty 3

Decorations

Movie postersqty 8
Tableclothsqty 6
Clapperboard
Name badgesqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4

Cleaning

Waste binsqty 4
Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Popcorn kernels - 3 kilograms
- Sunflower oil - 2 liters
- Popcorn salt - 500 grams
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salty popcorn - 4 bags
- Dark chocolate - 2 kilograms
- Wine gums - 2 kilograms
- Salted peanuts - 1 kilogram
- Mini cucumbers - 3 kilograms
- Carrots - 3 kilogram
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 60 pieces
- Hummus - 2 kilograms
- Guacamole - 1 kilogram
- Salsa - 1 kilogram
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Mini buns - 80 pieces
- Young cheese - 2 kilograms
- Hummus spread - 1 kilogram
- Chicken breast slices - 1 kilogram
- Lettuce - 6 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Apple juice - 4 liter
- Grape juice - 4 liters
- Ice cubes - 10 kilograms
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each following hour. Buy extra water as well as other drinks, especially if guests will be moving or dancing between screenings.
Allow three to five snack portions per guest per screening block. Put snacks on serving platters with serving tongs so people can help themselves without handling the food directly.
Count one reusable cup, plate and cutlery set per guest, then add at least 10% extra for replacements. If coffee is served, provide one coffee cup per expected coffee drinker rather than relying on the general cup supply.
Check the technical kit at least one day before the event: projector, screen, laptop, HDMI cable, speakers, audio cables, power strips and extension cords. Keep spare batteries available and test the complete setup again after it is installed.
Chill drinks at least four hours before doors open and prepare enough ice for the whole evening. Ice cube trays and coolers are easy to forget, and replacing warm drinks during the programme is disruptive.

Frequently asked questions

How many drinks do I need for a dance film night?: Plan two to three drinks per person for the first hour, followed by one drink per person per hour. Include water and buy about 10% extra for unexpected guests or spills.
How many snacks should I buy for a film night?: Allow three to five snack portions per guest for each screening block. If the event lasts more than three hours, add a second snack round instead of putting everything out at once.
What equipment do I need for a dance film screening?: You need a projector, projection screen, laptop, HDMI cable, speakers, audio cables, power strips and extension cords. Test every connection at least one day beforehand and retest it after setup.
How early should I chill drinks and prepare ice?: Chill drinks at least four hours before guests arrive. Start making or collecting ice the day before, then keep it in coolers so it lasts through the entire evening.

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