What you need for a film club night

A film club night needs more than films and a projector. Plan seating, serving ware, snacks, drinks, connection cables and low-level lighting so guests can settle in without interrupting the screening. For drinks, allow two to three servings per person during the first hour, then one per person for each additional hour. Check dietary requirements before shopping, and test every film file, adapter and audio connection at least one day before the event.

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What to bring

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

Furniture

Chairsqty 36
Tablesqty 5
Coat rack
Coat hangersqty 40

Tableware

Reusable drinking glassesqty 40
Coffee cupsqty 24
Platesqty 40
Snack bowlsqty 8
Cutlery setsqty 40
Serving traysqty 6

Kitchen

Serving spoonsqty 6
Thermos flasksqty 3
Water jugqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 2
Speakersqty 2
Audio cablesqty 2
Remote control
Power stripsqty 4
Extension cordsqty 4

Lighting

Standing lampsqty 2

Decorations

Movie postersqty 6
Tableclothsqty 5
Name badgesqty 40

Cleaning

Bucketsqty 2
Broom and dustpanqty 2
Mopqty 2
Microfiber clothsqty 12

Catering

Groceries
- Popcorn kernels - 2 kilogram
- Popcorn oil - 1 bottle
- Popcorn salt - 1 jar
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Salsa - 3 jars
- Snack nuts - 2 kilogram
- Salted pretzels - 3 bags
- Wine gums - 2 kilograms
- Chocolate bars - 40 pieces
- Cookies - 5 packs
- Mini muffins - 40 pieces
- Fresh fruit - 3 kilogram
- Cola - 6 bottles
- Cola Zero - 5 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 5 bottles
- Spa Rood - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Coffee - 2 packs
- Tea - 1 box
- Sugar - 1 kilogram
- Milk - 4 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Ice cubes - 5 kilogram
- Stirrers - 100 pieces
- Napkins - 4 packs
- Paper snack bags - 100 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Buy or bring one chair per registered guest, plus two spare chairs for late additions or equipment changes. Set out tables for snacks and drinks away from the screen and entrance.
Allow two to three drinks per person for the first hour and one more per person for every extra hour. Chill bottled or canned drinks several hours ahead, and keep water available in a jug.
Plan roughly one snack portion per guest for each film block, with extra popcorn for the interval. Use separate bowls and serving spoons for different snacks, especially when dietary requirements are involved.
Check the laptop, projector, speakers, HDMI cables, adapters, audio cables and remote control at least 24 hours before guests arrive. Bring a spare HDMI adapter and enough extension cords and power strips to keep cables off walkways.
Set aside name badges, coat hangers, tablecloths and serving trays before shopping day. Keep buckets, a broom and dustpan, and a mop accessible for popcorn spills and drink accidents rather than packing them away.

Frequently asked questions

How many drinks do I need for a film club night?: Plan for two to three drinks per person during the first hour, then one additional drink per person for each following hour. Add extra water if the room is warm or the programme includes a long interval.
How much popcorn should I buy for a film club night?: Allow one snack portion per guest for each film block, with an extra 10–15% for refills and late arrivals. Prepare popcorn close to the start time so it stays fresh during the first screening.
What equipment should I check before a film club night?: Test the projector, screen, laptop, speakers, HDMI cables, adapters, audio cables and remote control at least 24 hours beforehand. Run each film file from start to finish far enough to confirm the picture, sound and subtitles work.
When should I buy and chill drinks for a film club night?: Do the main shopping one to two days before the event, then chill drinks at least four hours before guests arrive. Check registrations and dietary requirements before the final shop so you do not need last-minute substitutions.

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