What you need for an environmental film night

An environmental film night needs more than films and a projector. Plan the full setup: seating, projection and sound connections, refreshments, reusable serving ware, coffee and tea equipment, and lighting that works without distracting from the screen. Buy or borrow the technical items early, especially HDMI adapters, audio cables, extension cords and power strips. This checklist helps you cover the items people most often discover are missing during setup.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Buffet tablesqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Audio cableqty 2
Extension cordsqty 4
Power stripsqty 4
Remote control

Lighting

LED lightsqty 4
Mood lightingqty 2

Tableware

Reusable cupsqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 40
Tea glassesqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving bowlsqty 8
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Coolersqty 4

Decorations

Projection screen decorationqty 4
Table runnersqty 8
Information boardsqty 6
Postersqty 12

Cleaning

Waste binsqty 4
Broomqty 2
Floor squeegeeqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Oat milk - 6 liters
- Semi-skimmed milk - 4 liter
- Sugar - 2 packs
- Honey - 1 jar
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 6 liters
- Grape juice - 4 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Organic lemonade - 4 liters
- Lemons - 12 pieces
- Cucumbers - 6 pieces
- Carrots - 3 kilogram
- Bell peppers - 12 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Whole wheat baguettes - 10 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Vegan tapenade - 4 jars
- Young cheese - 2 kilograms
- Vegan cheese - 1 kilogram
- Olives - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Mixed nuts - 2 kilograms
- Popcorn kernels - 2 kilogram
- Salt - 1 pack
- Sunflower oil - 1 bottle
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 30 pieces
- Sponges - 6 pieces
- Paper takeaway cups - 30 pieces
- Name stickers - 100 pieces
- Ballpoint pens - 20 pieces
- A4 paper - 100 sheets
- Print ink - 2 cartridges
- Packing tape - 4 rolls
- Sticky tack - 4 packs

Tips

Check the laptop, projector, speakers and projection screen at least 24 hours before the event. Test the exact film files and keep an HDMI cable, the correct HDMI adapter and a remote control together in one labelled bag.
Plan one reusable cup or glass per guest, plus a small reserve of about 10% for misplaced or dirty items. For refreshments, prepare reusable plates, cutlery, serving bowls and serving tongs before shopping for food.
Allow at least one coffee machine or kettle for every 40 to 50 guests if drinks are served during a break. Use thermos flasks to keep coffee and hot water available while the film is running.
Count power points before buying or borrowing equipment. Bring enough extension cords and power strips to keep the projector, laptop, speakers, coffee machines and LED lights safely connected without daisy-chaining strips.
Do not leave lighting and room details until the last hour. Pack LED lights, mood lighting, table runners and projection screen decoration together, and check that the lighting does not shine toward the screen.

Frequently asked questions

What equipment do I need for an environmental film night?: You need a projector, projection screen, laptop, HDMI cable, the correct HDMI adapter, speakers and an audio cable. Add extension cords, power strips and a remote control, and test everything at least 24 hours beforehand.
How many reusable cups do I need per guest?: Plan one reusable cup or glass per guest, plus around 10% extra. For 50 guests, that means at least 55 cups or glasses so a few can be misplaced or unavailable during the event.
How many coffee machines or kettles are needed for a film night?: Use one coffee machine or kettle for every 40 to 50 guests when hot drinks are served during a break. For 80 guests, prepare two machines or kettles and enough thermos flasks to keep drinks available.
When should I test the film night equipment?: Test the projector, laptop, film files, HDMI connection and sound system at least 24 hours before the event. Recheck the connections when setting up, because a missing adapter or audio cable is difficult to replace at the last minute.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.