What to Buy for a Documentary Festival

A documentary festival needs more than films and chairs. This shopping list covers the practical supplies for registration, screenings, speaker sessions, catering and safe cable management. Plan tableware around your guest count, and check every projector, adapter, microphone and backup before the event day. Items such as name badges, signage, USB sticks and extension leads are easy to overlook, but replacing them at the last minute can delay the first screening.

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What to bring

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

Furniture

Chairsqty 170
Tablesqty 12
Buffet tablesqty 4
Registration desk
Speaker table
Coat racksqty 4

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
USB sticksqty 4
Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 8
Cable traysqty 6
Presentation clicker

Lighting

Standing lampsqty 4
LED spotlightsqty 6
Emergency lightingqty 2

Tableware

Coffee cupsqty 80
Glassesqty 180
Wine glassesqty 120
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Pouring jugsqty 8

Kitchen

Coolersqty 6
Serving traysqty 8
Serving plattersqty 12
Food warmersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Bottle openersqty 4
Thermos cupsqty 20

Decorations

Movie postersqty 12
Info boardsqty 6
Tableclothsqty 12
Name badgesqty 180
Name badge holdersqty 180
Poster holdersqty 8
Directional signsqty 12
Adhesive stripsqty 4
Table décorqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 10

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa Powder - 1 canister
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 6 packs
- Grape juice - 4 cartons
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Rolls - 120 pieces
- Mini wraps - 120 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilos
- Brie - 3 kilo
- Smoked chicken breast - 3 kilos
- Smoked salmon - 2 kilos
- Egg salad - 6 containers
- Herb cream cheese - 6 tubs
- Avocados - 30 pieces
- Tomatoes - 6 kilos
- Cucumbers - 5 kilos
- Peppers - 4 kilos
- Arugula - 12 bags
- Mixed salad - 10 bags
- Red onions - 2 kilos
- Corn - 12 cans
- Olives - 8 jars
- Sun-dried tomatoes - 6 jars
- Falafel - 8 kg
- Chicken skewers - 8 kilo
- Quiche - 12 pieces
- Pasta - 10 kilos
- Pesto sauce - 8 jars
- Tomato sauce - 10 jars
- Parmesan cheese - 2 kilos
- Rice - 8 kilo
- Chickpeas - 12 cans
- Coconut milk - 8 cans
- Vegetable stock - 2 boxes
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Cumin - 200 grams
- Garlic - 1 kilo
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Balsamic vinegar - 2 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Nut mix - 5 kilos
- Rice cakes - 8 packs
- Popcorn - 6 kilos
- Cookies - 10 packs
- Brownies - 150 pieces
- Apples - 15 kilo
- Bananas - 10 kilo
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Yogurt - 8 kilos
- Muesli - 3 kilos
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 8 packs
- Lactose-free milk - 4 liters
- Vegan brownies - 24 pieces
- Napkins - 1000 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Trash bags - 100 pieces

Tips

Count coffee cups, glasses, plates and cutlery for your maximum registered attendance, then add 10% extra so late arrivals and replacements do not leave the buffet short.
Bring at least two USB sticks for film backups and presentation files. Keep one copy with the technical operator and one separate from the main laptop.
Check the projector, screen, laptops, HDMI cables and adapters together at least 24 hours before opening. A cable that fits one laptop may not fit the speaker’s device.
Provide one wireless microphone for the moderator and each active speaker, plus microphone stands for any fixed discussion setup. Test batteries and audio levels before guests arrive.
Use extension cords, power strips and cable trays together rather than leaving loose leads across the foyer or screening room. Add emergency and practical lighting where the audience, registration desk or exits may be dim.

Frequently asked questions

What tableware do I need for a documentary festival?: For each attendee, allow one plate, one dessert plate, one cutlery set, one glass and one coffee cup as a starting point. Add about 10% extra, or more if the festival runs all day and washing-up is limited.
How many microphones are needed for a film festival panel?: Plan one microphone per person speaking at the same time, plus one spare if the budget allows. For a moderator and three speakers, prepare four wireless microphones and test them at least 60 minutes before the first session.
What cables and adapters should I bring for festival screenings?: Pack HDMI cables, HDMI adapters, extension cords and power strips, with at least one spare HDMI cable and adapter for the main connection. Check every laptop and film file 24 hours before the event.
How many backup copies of the films should I make?: Keep two copies of every film: one working copy on the playback laptop and one separate copy on a USB stick or other backup drive. Verify the files and subtitles no later than the day before the festival.

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