What you need for a film competition

Use this shopping list to prepare the practical side of a film competition, from screening equipment and cables to tableware, signage, and refreshments. The 38 items cover the room setup, registration desk, judges’ table, playback system, and serving area. Check what the venue already provides before buying anything, especially chairs, tables, a projector, screen, speakers, and a microphone. Test every film and cable before the event rather than discovering a missing adapter when the first screening is due.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Judges' table
Registration desk

Equipment

Projector
Projection screen
Playback computer
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 4

Lighting

Standing lampsqty 4
LED stripsqty 4

Tableware

Drinking glassesqty 80
Wine glassesqty 60
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40

Kitchen

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Scissorsqty 3
Rolls of tapeqty 6

Decorations

Name badgesqty 80
Program flyersqty 80
Signage boardsqty 8
Tableclothsqty 10
Prizesqty 4
Certificatesqty 15

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Rosé - 3 bottles
- Ice cubes - 8 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Cocktail nuts - 4 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Mini cucumbers - 30 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 6 tubs
- Baguettes - 12 pieces
- Cream cheese - 2 kilo
- Herb butter - 6 tubs
- Mini quiches - 100 pieces
- Vegetarian snacks - 100 pieces
- Vegan snacks - 50 pieces
- Gluten-free crackers - 4 packs
- Cookies - 6 packs
- Brownies - 60
- Lemons - 12 pieces
- Peppermint - 4 bags
- Napkins - 400 pieces
- Paper cups - 100 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Cleaning spray - 3 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Tips

Plan one registration desk with name badges, program flyers, and signage boards, and bring at least two rolls of tape for labels and last-minute signs.
For the screening setup, allow one playback computer, one projector, one screen, speakers, a microphone, a mixer, and spare HDMI cables. Bring at least two USB sticks so film files can be transferred or backed up.
Count tableware by guest rather than by table: provide one plate, one cutlery set, and one drinking glass per person, plus coffee cups for anyone using the coffee machines or kettles.
Keep chilled catering in coolers until serving and place serving trays near the refreshments. Do not set out wine glasses or coffee cups before checking that the relevant drinks are actually planned.
Prepare the judges’ table separately from the registration desk, with jury forms, pens, and clear lighting. Standing lamps or LED strips help readers see forms without shining directly at the projection screen.

Frequently asked questions

What equipment do I need for a film competition screening?: You need a playback computer, projector, projection screen, speakers, microphone, mixer, HDMI cables, extension cords, and power strips. Bring at least two USB sticks for file transfer or backup, and test the complete playback chain before the event.
How many glasses and plates do I need for a film competition?: Plan one plate, one cutlery set, and one drinking glass per attendee, then add 10% spare pieces for breakage or late additions. Buy or bring wine glasses and coffee cups only if those drinks are part of your catering plan.
What should I prepare for film competition registration?: Set up one registration desk with name badges, program flyers, signage boards, and enough writing supplies for the expected number of guests. Have the desk ready at least 30 minutes before doors open so arrivals do not overlap with the technical setup.
When should I check the films and shopping list?: Check every submitted film as soon as it arrives and request missing files before the final program is made. Review the shopping list at least 3 days before the competition, then do the main shopping early enough to keep chilled catering refrigerated until serving.

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