What you need for a film conference

A film conference needs more than films and a projector. You’ll need a reliable setup for registration, presentations, screenings, speakers, catering, and attendee comfort. Use the quantities in the plan as your starting point: allow one chair per registered guest, one badge per attendee and speaker, and enough cables and adapters for every device. Check technical items at least one week before the conference, then pack backups for anything that could stop a screening or presentation.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration deskqty 2
Stage table
Coat racksqty 4

Tableware

Water glassesqty 120
Coffee cupsqty 110
Coffee spoonsqty 110
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Serving spoonsqty 12
Serving traysqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Audio mixer
USB sticksqty 4
Presentation clickerqty 2
Duct tapeqty 4
Cable tiesqty 100

Decorations

Name badgesqty 120
Badge holdersqty 120
Tableclothsqty 14
Program leafletsqty 120
A4 directional signsqty 12
Pensqty 120
Notepadsqty 120
Name card holdersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving spoonsqty 12
Serving plattersqty 12
Hot traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 3 kilograms
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Iced tea - 3 bottles
- Apple juice - 3 packs
- Orange juice - 4 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Alcohol-free wine - 4 bottles
- Bubbles - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 4 kilograms
- Olives - 3 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Baby carrots - 3 kilograms
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Herb butter - 2 kilograms
- Baguette - 35 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 250 pieces
- Hummus wrap filling - 6 kilogram
- Chicken breast slices - 4 kilograms
- Smoked salmon - 2 kilogram
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Arugula - 1 kilogram
- Lettuce - 8 heads
- Tomatoes - 5 kilograms
- Bell peppers - 3 kilograms
- Red onion - 2 kilograms
- Pasta - 12 kilograms
- Pesto sauce - 5 kilograms
- Tomato sauce - 8 kilogram
- Parmesan cheese - 2 kilograms
- Chicken breast - 8 kilogram
- Vegetarian meatballs - 6 kilogram
- Vegetable mix - 8 kilograms
- Potato salad - 8 kilograms
- Couscous salad - 8 kilograms
- Mixed green salad - 8 kilograms
- Focaccia - 20 pieces
- Mayonnaise - 3 kilogram
- Ketchup - 3 kilogram
- Mustard - 2 kilogram
- Garlic sauce - 2 kilogram
- Balsamic vinegar - 2 bottles
- Olive oil - 3 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Italian herbs - 3 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Chili flakes - 2 jars
- Brownies - 120 pieces
- Mini apple pies - 100 pieces
- Cookies - 8 packs
- Milk chocolate - 3 kilograms
- Dark chocolate - 3 kilograms
- Vegan brownies - 40 pieces
- Gluten-free sandwiches - 25 pieces
- Vegan toppings - 2 kilogram
- Gluten-free cookies - 4 packs
- Napkins - 500 pieces
- Paper coffee cups - 250 pieces
- Wooden stirrers - 300 pieces
- Bamboo skewers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Count chairs, badges, and place settings from the registration list, then add 5–10% spare capacity for late arrivals, replacements, and unexpected guests.
Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water for speakers and presenters at the stage table.
Test every film and presentation on the actual laptop, projector, screen, audio mixer, and speakers at least one day before the event. Keep the films and presentations on two USB sticks.
Bring the correct HDMI cable and adapter for every presentation laptop, plus at least two power strips and extension cords for the projection and speaker areas. Secure loose cables with duct tape or cable ties.
Prepare the registration desk with the attendance list, name badges, and pens before doors open. Set up coat racks and clearly separate serving trays, plates, cutlery, coffee cups, and water glasses before catering arrives.

Frequently asked questions

What do I need for a film conference?: You need seating, registration furniture, catering tableware, a projector and screen, a laptop, HDMI cables and adapters, power equipment, microphones, speakers, an audio mixer, presentation backups, cable supplies, and name badges. Plan one chair and one badge per attendee, plus 5–10% spares.
How many chairs and badges should I buy for a film conference?: Prepare one chair and one name badge for every registered attendee, speaker, and organiser who needs access. Add 5–10% extra chairs and badges, or at least 5 spare sets for a small conference.
How much drink do I need for a film conference?: Allow two to three drinks per person during the first hour, followed by around one drink per person for every additional hour. Include water for every speaker and presenter, with one glass at the stage table.
When should I test the film conference equipment?: Test the projector, screen, laptop, cables, adapters, microphones, speakers, and audio mixer at least one day before the conference. Check every film and presentation on the same equipment you will use on the day, and keep two USB backups.

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