What you need for a film concert

A film concert combines a screening with live musicians, so your shopping list needs to cover both a cinema setup and a small concert stage. Plan the quantities around your audience size, room layout and technical rider. Besides the main equipment, allow for backup playback, cable management, safe lighting and water for performers. Check rights, equipment specifications and delivery times before buying or hiring anything.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Bistro tablesqty 8
Stage sectionsqty 12
Lecternsqty 10
Dressing room tablesqty 2
Coat racksqty 4

Equipment

Projector
Projection screen
Media player
Backup laptop
Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 6
Headphonesqty 4
Audio cablesqty 20
Video cablesqty 8
Power stripsqty 12
Extension cordsqty 12
Cable traysqty 20
Cable tiesqty 100

Lighting

Stage spotlightsqty 6
Mood lightingqty 8
LED emergency lampsqty 4
Light standsqty 4

Tableware

Water glassesqty 130
Wine glassesqty 100
Coffee cupsqty 100
Platesqty 130
Cutlery setsqty 130
Serving boardsqty 12
Serving plattersqty 16
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Thermos flasksqty 6

Decorations

Movie postersqty 6
Tableclothsqty 12
Stage drapesqty 4
Name badgesqty 120
Program leafletsqty 130
Directional signsqty 12
Chalkboardsqty 4

Cleaning

Vacuum cleanerqty 2
Mop setsqty 2
Bucketsqty 4
Waste binsqty 8
Microfiber clothsqty 20
Rubber glovesqty 8
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea bags - 100 pieces
- Herbal tea bags - 60 pieces
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Bitter lemon - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Apples - 6 kilogram
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Peppers - 3 kilograms
- Mixed salad - 3 kilograms
- Baguettes - 20 pieces
- Mini rolls - 160 pieces
- Unsalted butter - 2 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Vegetarian spread - 2 kilograms
- Chicken breast slices - 2 kilogram
- Smoked salmon - 1 kilogram
- Olives - 2 kilograms
- Pickles - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted nuts - 4 kilogram
- Trail mix - 3 kilogram
- Crackers - 12 packs
- Rice cakes - 8 packs
- Cookies - 12 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Popcorn - 8 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper snack trays - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles

Tips

Allow one chair per registered visitor, plus 5–10 spare chairs for late additions, staff and accessibility needs. Add coat racks near the entrance and tables or bistro tables only where they will not obstruct sightlines.
Prepare a complete playback backup: keep the film on the main media player and a backup laptop, with the required film version and subtitles tested before doors open. Bring compatible video cables and at least two power strips.
For the live setup, match microphones, DI boxes, speakers, subwoofers and stage monitors to the musicians and room. Keep audio cables, video cables, extension cords, cable ties and cable trays on hand; missing connectors are often discovered during setup.
Use stage spotlights for performers, mood lighting for the audience area and LED emergency lamps for routes and exits. Include light stands where needed, and check that cables do not cross walkways without protection.
Provide a water glass for each performer plus a few spares, and place them on stable surfaces such as lecterns or dressing-room tables. Buy or bring these before the technical setup, so performers are not searching for water just before the screening starts.

Frequently asked questions

What equipment do I need for a film concert?: You need a projector, projection screen, media player, backup laptop, mixing console, speakers, subwoofers, stage monitors, microphones, stands and DI boxes. Add compatible audio and video cables, power strips and extension cords, then verify the final quantities against the technical rider at least 7 days before the event.
How many chairs do I need for a film concert?: Prepare one chair per confirmed visitor and add 5–10% spare seating. For 100 registered guests, that means 105–110 chairs, with additional space for musicians, technicians and access routes.
What should I buy as a backup for the film screening?: Keep a second playback device, such as a backup laptop, and a tested copy of the film in the correct version with subtitles. Test the main and backup setup at least 1 day before the concert and bring the required video cables and power adapters.
How much water should I provide for the musicians?: Set out at least one water glass per performer and keep 2–4 spare glasses available. Place them before the musicians arrive, ideally on dressing-room tables or stable stage furniture, and refill them during the interval if needed.

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