What to buy for a documentary festival
A documentary festival needs more than films and a projector. You will need dependable screening equipment, clear wayfinding, registration supplies, furniture and enough tableware for breaks and catering. Check every film file and connection before visitors arrive, then pack backup batteries, USB sticks, cables and lighting for problems that usually surface during setup. Use the plan below as your complete shopping and equipment checklist, and adjust quantities to your audience size and number of rooms.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 170
- Bistro tablesqty 12
- Registration tablesqty 2
- Tableclothsqty 14
- High tablesqty 10
- Stoolsqty 20
Equipment
- Projectorsqty 2
- Projection screensqty 2
- Media playersqty 2
- Laptopsqty 2
- Speaker setsqty 2
- Wireless microphonesqty 4
- Microphone standsqty 4
- HDMI cablesqty 4
- Extension cordsqty 8
- Power stripsqty 8
- USB sticksqty 4
- Spare batteriesqty 24
Lighting
- LED work lightsqty 6
- Mood lightingqty 8
- Flashlightsqty 4
Decorations
- Festival postersqty 20
- Directional signsqty 12
- Program standsqty 6
- Table décorqty 12
- Name badge holdersqty 30
Tableware
- Coffee cupsqty 100
- Glassesqty 180
- Platesqty 180
- Forksqty 180
- Knivesqty 180
- Spoonsqty 100
- Serving traysqty 12
- Pitchersqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 6
- Ice cube traysqty 4
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving tongsqty 8
- Thermos flasksqty 6
- Waste binsqty 8
Catering
- Program bookletsqty 180
- Name badgesqty 30
- Wristbandsqty 180
- Ballpoint pensqty 20
- Feedback cardsqty 180
- Ballot boxesqty 2
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 cans
- Cola Zero - 24 cans
- Sinas - 12 cans
- Ginger beer - 12 cans
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Beer - 72 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilo
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Smoked chicken breast - 2 kilo
- Grilled vegetables - 2 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Cumin - 1 can
- Cherry tomatoes - 4 kilos
- Cucumbers - 12 pieces
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Celery - 2 bunches
- Grapes - 5 kilos
- Apples - 150 pieces
- Bananas - 100 pieces
- Mandarins - 100 pieces
- Mixed nuts - 3 kilo
- Sunflower seeds - 1 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Rice crackers - 8 packs
- Olives - 2 kilos
- Pickles - 2 jars
- Toast - 12 packs
- Crackers - 12 packs
- Cookies - 10 packs
- Brownies - 180 pieces
- Vegan muffins - 60 pcs
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan spread - 2 kilos
- Napkins - 600 pieces
- Paper cups - 250 pieces
- Wooden stirrers - 250 pieces
- Coffee filters - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
Cleaning
- Broomsqty 3
- Litter pickersqty 3
- Bucketsqty 4
- Mopsqty 4
- Cleaning glovesqty 8
- Toilet paper rollsqty 24
- Hand soap dispensersqty 6
- Paper towelsqty 12
Tips
- Allow one chair per expected visitor, plus 5–10% extra if the venue has room. Registration usually needs at least two tables so ticket checks and name badges do not form one long queue.
- Bring one projector, screen and media player for every screening room. Pack at least two HDMI cables, two extension cords and two power strips per room so a single failed connection does not stop the programme.
- Prepare two USB sticks with the final film files and run sheet. Test every file on the actual media player at least 24 hours before the first screening, not only on the laptop used for editing.
- For a drinks reception, plan roughly two drinks per person for the first hour and one per person for each additional hour. Add cups, glasses, plates and forks according to the number of catering portions, with about 10% spare tableware.
- Buy or print directional signs for every turn from the entrance to registration, screening rooms and toilets. Put out LED work lights or flashlights before dark setup begins; mood lighting should never be the only light used for cables or exits.
Frequently asked questions
- What equipment do I need for a documentary festival screening?
- For each screening room, plan one projector, one projection screen and one media player. Also bring a laptop, two HDMI cables, two extension cords, two power strips and a speaker set, then test the complete setup at least 24 hours beforehand.
- How many chairs and tables do I need for a documentary festival?
- Provide one chair per expected visitor and add 5–10% spare capacity where possible. Plan two registration tables for a busy entrance, then add bistro or high tables based on whether guests will eat seated or standing.
- How much food and drink should I buy for a film festival?
- For drinks, budget two per person during the first hour and one per person for every following hour. Match plates, forks, cups and glasses to the catering headcount and add around 10% extra for breakage, spills and late arrivals.
- When should I prepare the film files and event supplies?
- Request the final film files early enough to check them at least 24 hours before the event. Pack cables, spare batteries, USB sticks, microphones, signage and the printed run sheet on the day before setup so missing items can still be replaced.
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