What you need for a documentary evening

A documentary evening needs more than the film itself. Plan the screening setup, refreshments, registration materials and a reliable way to handle subtitles and sound. For drinks, allow two to three servings per person during the first hour, then adjust for the programme length. Check every cable, adapter and presentation file before guests arrive, because replacing technical equipment at the last minute is difficult.

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What to bring

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

Furniture

Chairsqty 55
Tablesqty 6
Coat racksqty 2
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
Adapter set
Speakersqty 2
Audio mixer
Wireless microphonesqty 2
Presentation clicker
USB sticksqty 2
Extension cordsqty 4
Power stripsqty 6

Tableware

Drinking glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving Cupsqty 8
Serving plattersqty 8
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 2
Serving spoonsqty 6

Decorations

Tableclothsqty 6
Name badgesqty 60
Pensqty 20
Information boardsqty 8

Cleaning

Cleaning clothsqty 12
Broom
Dustpan and brushqty 2
Mop and bucket

Catering

Groceries
- Coffee beans - 2 kilos
- Tea bags - 100 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Mints - 1 box
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Lemons - 8 pieces
- Popcorn kernels - 2 kilos
- Sunflower oil - 1 liter
- Popcorn salt - 1 jar
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Salted peanuts - 2 bags
- Mixed nuts - 2 bags
- Salted crackers - 6 packs
- Wholegrain crackers - 4 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 1 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Gluten-free crackers - 3 packs
- Vegan cookies - 4 packs
- Butter cookies - 6 packs
- Napkins - 150 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan two to three drinks per person for the first hour, plus water. Buy coffee, tea and serving supplies for the full guest list rather than only the expected attendance.
Match tableware to the food you are serving: provide one plate and cutlery set per guest, and add at least 10% extra for breakages or late arrivals.
Bring the complete connection chain for the screening: laptop, projector, screen, HDMI cable, adapter set, speakers, power strips and extension cords. Test the exact film file and subtitles before the event.
Prepare one name badge and one pen for each registered guest, with at least 10% spare badges and pens. Print programmes and directional signs before the day of the screening.
Confirm screening rights and reserve technical supplies before publishing the event. Finish the full equipment test at least 24 hours before guests arrive, including sound, subtitles and the presentation clicker.

Frequently asked questions

What drinks do I need for a documentary evening?: Allow two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include water and enough coffee or tea for the full programme, with around 10% extra for unexpected guests.
How many chairs and tableware items should I bring?: Prepare one chair, plate, cutlery set and drinking glass per registered guest, plus 10% spare. For 50 guests, that means 55 chairs and 55 of each basic tableware item.
When should I test the projector and subtitles?: Run a complete test at least 24 hours before the screening. Use the actual laptop, projector, HDMI cable, adapter, speakers and film file, and check both subtitles and presentation audio.
What technical equipment is easy to forget for a film screening?: Adapters, extension cords, power strips and a backup USB stick are often missed. Pack them at least one day before the event and bring a second copy of the film and presentation files.

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