What you need for a documentary festival

A documentary festival needs more than films and a projector. Plan what visitors will use between screenings: coffee cups, tea glasses, plates, cutlery and serving equipment, plus practical backups for the technical setup. Your quantities depend on attendance and screening length, but the checklist below helps you cover reception, breaks, catering and presentation needs. Buy or collect consumables only after registrations and dietary requirements are known, and check every cable, battery and film file before the event day.

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What to bring

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

Furniture

Chairsqty 180
Reception tablesqty 2
Buffet tablesqty 6
Conversation tablesqty 4
Tableclothsqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Media playersqty 2
Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
HDMI cablesqty 5
Extension cordsqty 8
Power stripsqty 8
Spare batteriesqty 12
Headphonesqty 6
USB sticksqty 4
Presentation clickersqty 2

Tableware

Reusable glassesqty 220
Coffee cupsqty 120
Tea glassesqty 80
Platesqty 220
Cutlery setsqty 220
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Induction platesqty 2
Food warmersqty 6
Food containersqty 12

Decorations

Program leafletsqty 200
Name badgesqty 120
Badge holdersqty 120
Pensqty 30
Directional signsqty 12
Tapeqty 8
Ropeqty 2
Poster panelsqty 6

Lighting

LED work lightsqty 6
Atmosphere lightsqty 12

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Toilet brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 20 pieces
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 12 liters
- Apple juice - 8 liters
- Ginger beer - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Hummus - 3 kilograms
- Vegetable sticks - 8 kilograms
- Olives - 3 kilograms
- Mixed nuts - 3 kilograms
- Salted crackers - 10 packs
- Wholegrain crackers - 8 packs
- Baguettes - 20 pieces
- Mini wraps - 240 pieces
- Cream cheese - 3 kilograms
- Plain hummus - 3 kilograms
- Pesto - 2 kilograms
- Young cheese - 4 kilograms
- Goat cheese - 2 kilogram
- Vegetarian spread - 3 kilograms
- Smoked salmon - 2 kilogram
- Cucumbers - 20 pieces
- Tomatoes - 5 kilograms
- Arugula - 1.5 kilogram
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Mixed salad - 5 kilograms
- Carrots - 4 kilograms
- Chickpeas - 4 kilograms
- Lentils - 3 kilogram
- Quinoa - 3 kilograms
- Rice - 5 kilograms
- Pasta - 5 kilogram
- Tomato sauce - 6 liters
- Vegetable stock - 2 boxes
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 10 bulbs
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Oranges - 8 kilogram
- Strawberries - 4 kilogram
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Yogurt - 6 kilogram
- Granola - 3 kilograms
- Herb butter - 2 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 8 pairs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Ice cubes - 20 kilograms

Tips

For coffee and tea breaks, allow 1 cup per person for each planned break, plus around 10% extra. If the programme has two breaks for 100 guests, prepare at least 220 cups or glasses in total.
Match serving ware to the catering format: plan at least 1 plate and 1 cutlery set per guest per meal, with 10% extra for replacements. Provide serving spoons and platters for every buffet dish rather than sharing one between dishes.
Keep a technical backup kit with spare HDMI cables, extension cords, power strips, USB sticks and spare batteries. Test the projector, screen, laptops, media players, speakers, mixer and wireless microphones together at the venue at least 24 hours before the first screening.
Print the programme, run sheet and name badges no later than 1 day before opening. Bring spare blank badges, pens and several printed copies of the programme for visitors who register or arrive after the initial print run.
Collect dietary requirements before ordering catering, then place the final order at least 3 days before the festival. Pick up the food on the day only when you have confirmed storage, buffet tables, tablecloths and enough serving trays at the venue.

Frequently asked questions

How much tableware do I need for a documentary festival?: For each guest, plan 1 plate, 1 cutlery set and 1 reusable glass or cup per serving round, then add 10% extra. For 100 guests and one meal, that means at least 110 plates and 110 cutlery sets.
How many drinks should I buy for a film festival?: For a reception, allow 2 to 3 drinks per person during the first hour, then about 1 drink per person for each additional hour. For 100 guests over 3 hours, start with roughly 400 drinks and adjust for coffee, tea and other options.
When should I order catering for a documentary festival?: Confirm registrations and dietary requirements first, then place the final catering order at least 3 days before the event. Reconfirm the guest count, delivery or collection time and serving arrangements 24 hours beforehand.
What technical equipment should I bring to a documentary festival?: Bring a tested projector, projection screen, playback laptop or media player, speakers, mixer and wireless microphones, along with HDMI cables, extension cords, power strips, USB sticks and spare batteries. Test the complete setup at least 24 hours before the first screening and keep one backup playback device available.

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