Film festival shopping list: what to buy and bring
A film festival needs more than films and a projector. You will need reliable screening equipment, enough cables and adapters, seating, registration furniture, catering supplies and clear signage. Use the number of guests and screening rooms to calculate quantities, then add backups for the items that can stop the programme if they fail. This list focuses on what to buy, hire or bring before the festival day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 170
- Foldable tablesqty 14
- Reception desk
- Bar stoolsqty 6
- Coat racksqty 4
Equipment
- Projector
- Projection screen
- Laptopqty 2
- External Hard Driveqty 2
- HDMI cablesqty 3
- HDMI adaptersqty 3
- Speakersqty 2
- Audio mixer
- Microphonesqty 2
- Microphone standsqty 2
- Power stripsqty 8
- Extension cordsqty 8
- Cable matsqty 12
- Break timer
Tableware
- Glassesqty 180
- Coffee cupsqty 100
- Mugsqty 50
- Platesqty 180
- Forksqty 180
- Knivesqty 120
- Spoonsqty 120
- Serving plattersqty 14
- Serving tongsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Thermos flasksqty 6
- Cutting boardsqty 3
- Chef's knifeqty 3
- Serving traysqty 6
- Bottle openersqty 4
- Washing-up basinsqty 8
Decorations
- Film festival postersqty 12
- Program postersqty 8
- Red carpet
- Film clapperboard
- Film reels as decorationqty 4
- Tableclothsqty 14
- Themed lampsqty 6
- Photo backdrop
Lighting
- LED spotlightsqty 6
- String lightsqty 4
- Flashlightsqty 6
Cleaning
- Waste binsqty 8
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Broom and dustpanqty 3
Catering
- Groceries
- Coffee beans - 3 kilo
- Tea bags - 250 pieces
- Black tea - 2 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Sweet popcorn - 8 bags
- Salt popcorn - 8 bags
- Pretzels - 6 bags
- Savory nuts - 6 bags
- Rice cakes - 6 packs
- Olives - 6 jars
- Cucumber - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Vegan cheese - 1 kilo
- Hummus wraps - 40 pieces
- Mini sandwiches - 120 pieces
- Vegetarian quiches - 40 pieces
- Vegan snacks - 40 pieces
- Gluten-free crackers - 6 packs
- Wholegrain crackers - 8 packs
- Baguettes - 12 pieces
- Butter - 1 kilo
- Jam - 4 jars
- Peanut butter - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 600 pieces
- Coffee filters - 200 pieces
- Wooden stirrers - 500 pieces
- Straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Trash bags - 80 pcs
- Coffee cups to go - 100 pieces
- Food gloves - 4 boxes
- Cocktail picks - 500 pieces
- Labels for dietary requirements - 100 pieces
Tips
- Prepare one complete playback kit for every screening room: a laptop, external hard drive, projector connection, HDMI cable, adapter and power access. Add at least one spare HDMI cable and adapter for the whole festival.
- Count chairs by registered guests rather than room capacity, and add 5–10% extra where possible. Provide a reception desk, coat racks and enough tables for registration, refreshments and programme materials.
- For drinks, plan roughly 2–3 servings per person for the first hour, then 1–2 servings per person for each additional hour. Match glasses, coffee cups and mugs to the number of guests expected at the busiest break.
- Do not leave cable mats, extension cords and power strips until the day before. Measure the cable routes in advance and bring enough mats to cover every section crossing a walkway.
- Pack serving platters, tongs, plates, forks, knives and spoons according to the largest catering service, not the average one. A practical starting point is one full place setting per guest plus 10% spare items.
Frequently asked questions
- What equipment do I need for a film festival?
- For each screening room, prepare a projector, projection screen, playback laptop, external hard drive, HDMI cable, the required adapter and speakers. Keep at least one spare HDMI cable and adapter available, and test every film and subtitle file at least 24 hours before opening.
- How many chairs do I need for a film festival?
- Provide one chair per registered guest for each screening, then add 5–10% spare chairs if the venue allows it. For example, 100 expected viewers means 100 seats, with 5 to 10 additional chairs recommended.
- How much catering should I buy for a film festival?
- For drinks, allow 2–3 servings per person during the first hour and 1–2 servings per person per later hour. For plates, cutlery and cups, prepare one complete set per guest plus 10% extra for replacements and overlapping breaks.
- When should I prepare the film festival shopping list?
- Finish the first shopping and hire list at least 2 weeks before the festival. Recheck quantities, dietary requirements, cables, adapters and backup equipment 48 hours before the first screening.
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