What you need for a film conference

A film conference needs more than a projector and a room full of chairs. You will need a reliable screening setup, presentation backups, clear registration materials, and enough tableware for catering and coffee breaks. Plan equipment around the number of attendees and speakers, then add a few spares for the items most likely to fail or go missing. This checklist covers the practical supplies to buy, hire, or bring before the first screening and 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
Buffet tablesqty 4
Speaker table
Stoolsqty 6
Clothing rack

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Microphonesqty 4
Microphone standsqty 4
Audio mixer
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4
USB sticksqty 6
Remote controlsqty 2
Laser pointerqty 2

Lighting

LED panelsqty 4
Standing lampsqty 4
Light standsqty 4

Tableware

Coffee cupsqty 120
Drinking glassesqty 160
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Bread basketsqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Aluminum foilqty 2
Cling filmqty 2
Serving traysqty 10

Decorations

Program postersqty 8
Directional signsqty 10
Name badge holdersqty 8
Tableclothsqty 10
Film clapboardsqty 3
Photo backdrop
Decorative film rollsqty 4

Cleaning

Waste binsqty 8
Washing-up tubsqty 3
Spongesqty 8
Dish brushesqty 4
Microfiber clothsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 2
Toilet brushesqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 5 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 10 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Aged cheese - 1.5 kilos
- Savory wraps - 120 pieces
- Whole wheat bread - 10 loaves
- White rolls - 100 pieces
- Mini croissants - 100 pieces
- Butter - 1 kilo
- Jam - 3 jars
- Peanut butter - 2 jars
- Turkey breast - 1,5 kilo
- Smoked chicken breast - 1,5 kilo
- Tomatoes - 3 kilos
- Cucumbers - 2 kilos
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Carrots - 2 kilo
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Mandarins - 80 pieces
- Cherry and tomato mix - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Rice cakes - 5 packs
- Nut mix - 3 kilo
- Popcorn - 4 kilo
- Cookies - 8 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Gluten-free sandwiches - 12 pieces
- Vegan wraps - 20 pieces
- Vegan cheese - 500 grams
- Vegan toppings - 1 kilo
- Gluten-free cookies - 3 packs
- Allergen labels - 1 pack
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Stir sticks - 250 pieces
- Cocktail picks - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Match the screen, projector, laptop, HDMI cables, and adapters before the event. Test every film format and presentation at least one day ahead, and keep the final files on two USB sticks.
Plan one registration desk with the attendance list, name badges, pens, and printed programs ready at least 60 minutes before doors open. Bring extra blank badges for late registrations and spelling corrections.
For a full conference day, allow two drinking glasses and at least three coffee cups per attendee, then add 10% extra. Check plates and dessert plates against the catering schedule rather than ordering only for the main meal.
Count microphones by use, not just by speaker: allow one handheld or headset microphone for the presenter, one for questions, and a spare if the room is large. Reserve microphone stands, an audio mixer, speakers, extension cords, and power strips together.
Keep cables away from walkways with cable trays, and bring power banks for volunteers and registration staff. Pack remote controls, a laser pointer, adapters, and spare batteries in one clearly labelled equipment case.

Frequently asked questions

What equipment do I need for a film conference screening?: Plan for a projector, projection screen, laptop, HDMI cables, HDMI adapters, speakers, an audio mixer, and suitable microphones. Test the complete setup with every film format at least 24 hours before the first screening, and keep two USB backups of the presentations and films where permitted.
How many chairs and tables do I need for a film conference?: Provide one chair for every registered attendee, plus at least 5% extra if the room allows. Add tables for registration, catering, speakers, and buffet service; confirm the final quantities after registration closes, ideally 3 to 5 days before the event.
How much tableware is needed for a conference coffee break?: Allow at least three coffee cups and two drinking glasses per attendee for a full-day program, with 10% extra for breakage and delayed returns. Order plates and dessert plates according to the number of catered meal and dessert servings, not only the expected headcount.
When should I prepare conference badges and printed programs?: Print name badges and the attendance list 1 to 2 days before the conference, after registrations and dietary requirements have been checked. Print around 10% extra program booklets and speaker bios, and keep blank badges available for last-minute changes.

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