What you need for a film club night

A film club night needs more than a film and a projector. Use this shopping list to prepare drinks, snacks, serving items and the small technical extras that are easy to overlook. Check the room’s existing furniture and equipment before you buy anything, especially the projector, speakers, cables and power supplies. Plan quantities from your confirmed guest list, then add a small buffer for unexpected arrivals and breakages.

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What to bring

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

Furniture

Chairsqty 45
Tablesqty 6
Coat rack
Waste binsqty 4

Equipment

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

Tableware

Mugsqty 45
Glassesqty 45
Platesqty 50
Bowlsqty 45
Cutlery setsqty 50

Kitchen

Serving traysqty 6
Pouring jugsqty 4
Thermos flasksqty 3
Coolersqty 3
Pliersqty 4

Decorations

Tableclothsqty 6
Movie postersqty 6
Name badge holdersqty 45
Directional signsqty 6

Lighting

Atmosphere lightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 2 boxes
- Black tea - 1 box
- Herbal tea - 1 box
- Whole milk - 4 liter
- Oat milk - 2 liter
- Sugar - 1 pack
- Mints - 1 box
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Spa Blauw - 6 bottles
- Sparkling water - 4 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Salsa - 3 jars
- Popcorn kernels - 2 packs
- Sunflower oil - 1 bottle
- Popcorn salt - 1 tin
- Cookies - 5 packs
- Brownies - 40 pieces
- Licorice - 2 bags
- Wine gums - 2 bags
- Apples - 25 pieces
- Grapes - 3 kilos
- Mini wraps - 50 pieces
- Young cheese - 1,5 kilo
- Hummus - 4 tubs
- Cucumbers - 4 pieces
- Bell peppers - 6 pieces
- Cherry tomatoes - 2 kilos
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Stirrers - 100 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls

Tips

Plan roughly 2–3 drinks per person for the first hour, then 1 drink per person for each additional hour. Chill bottled drinks in coolers and use pouring jugs and thermos flasks for drinks served throughout the evening.
For snacks, allow about 150–200 g per person in total if food is informal. Buy a mix that can be served in bowls and on plates, and use separate serving trays if you need to keep dietary requirements apart.
Count one mug or glass, one plate and one cutlery set per guest, then add 10% extra. For 30 guests, that means at least 33 of each item so a dropped glass or late arrival does not disrupt the evening.
Check every connection before shopping day: the laptop must match the HDMI cable, and the projector and speakers may need separate audio cables. Pack extension cords and power strips even if the room appears to have nearby sockets.
Do a technical test at least 24 hours before the screening, not when guests arrive. Bring the remote control, test the sound from the back row, and keep directional signs, name badge holders and a broom ready for setup and cleanup.

Frequently asked questions

What drinks should I buy for a film club night?: Allow 2–3 drinks per person for the first hour and 1 per person for every hour after that. Include water and non-alcoholic options, and chill the drinks at least 3 hours before guests arrive if space allows.
How many plates, glasses and mugs do I need for a film club night?: Buy one of each per confirmed guest plus 10% extra. For 30 guests, prepare at least 33 plates, 33 glasses and 33 mugs, depending on which drinks and snacks you serve.
What cables do I need for a film club screening?: You need an HDMI cable for the laptop-to-projector connection, an audio cable if sound does not travel through HDMI, and extension cords with power strips. Test the complete setup at least 24 hours beforehand.
How much food should I buy for a film club night?: For snacks rather than a full meal, allow 150–200 g per person. For 30 guests, that is 4.5–6 kg in total, divided between bowls, plates and options that match the dietary requirements you collected.

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