What you need for a film debate

What to bring

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

Tips

• Plan the AV setup around the room, not just the equipment list. Allow one projector, one screen, a laptop, the correct HDMI cable and adapter, plus at least one extension cord and power strip; test every connection before the event.
• Count seating and tableware from confirmed registrations, then add a small buffer. For 50 guests, prepare at least 50 chairs, 50 plates, 50 dessert plates, 50 forks, 50 knives and 50 coffee cups, with extra pieces for breakage or late additions.
• Do not leave sound until the day itself. A panel with three speakers normally needs three wireless microphones, three microphone stands if they will be used, speakers and a mixer; test microphone levels with the moderator and panelists during the technical check.
• Keep registration and printed materials separate from the debate setup. A registration desk, name badges, printed programmes and a USB stick with the film or presentations should be ready at least 24 hours before doors open.
• Buy lighting for both function and atmosphere. Use LED work lights wherever cables or equipment need checking, and add atmosphere lights only after the screen position and audience sightlines have been confirmed.

Frequently asked questions

What equipment do I need for a film debate?

At minimum, plan for a projector, projection screen, laptop, HDMI cable, the required HDMI adapter, speakers and microphones. Add a mixer for multiple microphones, a presentation clicker, extension cords and power strips, and complete a technical test at least 24 hours before the debate.

How many chairs and glasses do I need for a film debate?

Use the final registration list as your baseline: one chair and one water glass per visitor, plus seats for the moderator and panelists. For 50 registered guests, prepare at least 50 chairs and 50 water glasses, with 5 extra of each if the venue allows.

What should I buy for catering at a film debate?

Match plates, dessert plates, forks, knives, coffee cups and glasses to the confirmed guest count and catering menu. For 50 guests, start with 50 place settings and add 5 to 10 spare pieces, especially cups and glasses.

When should I prepare the film debate supplies?

Confirm the film licence, venue, equipment and catering before ordering the remaining supplies. Have printed programmes, name badges, cables, adapters and the USB backup ready at least 24 hours before the event, and check dietary requirements before finalising catering quantities.

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