Film festival shopping list

A film festival needs more than films, tickets and a projector. You also need drinks and snacks for the gaps between screenings, enough tableware for the busiest arrival period, and technical spares for presentation day. Use this list alongside your existing plan to check what must be bought, borrowed or brought in advance. The easiest items to forget are adapters, extension cords, spare batteries and supplies for registration and refreshments.

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What to bring

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

Furniture

Chairsqty 170
Tablesqty 12
Registration desk
Buffet tablesqty 4
Coat racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
USB sticksqty 3
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4
Spare batteriesqty 12
Presentation clicker

Lighting

LED lightsqty 6
Mood lightingqty 4
Light standsqty 4

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Movie star postersqty 12
Film festival bannerqty 2
Red carpet
Tableclothsqty 12
Balloonsqty 80
Clapperboardsqty 4
Photo backdrop
Photo propsqty 12
Table numbersqty 12
Candle holdersqty 12

Kitchen

Coolersqty 4
Ice containersqty 4
Cutting boardsqty 4
Chef’s tongsqty 4
Knivesqty 4
Measuring cupsqty 2
Aluminum foilqty 3
Cling filmqty 3
Serving traysqty 8
Food warmersqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 3
Microfiber clothsqty 12
Toilet brushesqty 3
Rubber glovesqty 8

Catering

Ticketsqty 180
Program bookletsqty 180
Name badgesqty 40
Wristbandsqty 180
Napkinsqty 500
Coffee filtersqty 100
Strawsqty 200
Takeaway containersqty 100
Food glovesqty 2
Groceries
- Coffee - 3 packs
- Tea bags - 200 pieces
- Hot chocolate - 3 liters
- Granulated sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Ice cubes - 12 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 8 bags
- Sweet popcorn - 8 bags
- Mixed nuts - 5 kilo
- Pretzels - 4 bags
- Rice cakes - 6 packs
- Crackers - 8 packs
- Baguettes - 12 pieces
- Mini wraps - 12 packs
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Back ham - 2 kilos
- Vegetarian spread - 2 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 5 kilos
- Strawberries - 3 kilos
- Olives - 2 kilos
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto sauce - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Diet biscuits - 4 packs
- Gluten-free crackers - 4 packs
- Vegan wraps - 4 packs
- Vegan cheese - 1 kilo
- Nut-free muesli bars - 60 pieces
- Chocolate cookies - 8 packs
- Mini brownies - 180 units
- Mini muffins - 180 pieces
- Paper cups - 250 pieces
- Wooden stirrers - 250 pieces
- Cocktail picks - 500 pieces
- Food storage containers - 20 pieces
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Tea towels - 20 pieces
- Paper towels - 12 packs

Tips

Plan refreshments by attendance: allow 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Buy water as well as other drinks, and chill the first batch before guests arrive.
Match tableware to your largest service point, not your average audience. For a buffet, count at least 1 plate, fork, knife and glass per guest, plus 10–15% extra for replacements and second servings.
Prepare the screening kit at least 24 hours ahead. Test the projector, screen, laptop, speakers, HDMI cables and adapters together, then keep the films on two USB sticks or other separate backups.
Buy or gather registration supplies before invitations go out. Name badges, admission tickets, pens and a clearly marked registration desk prevent queues during the first 15 minutes.
Check power and safety supplies on the day before setup. Count the power strips and extension cords, bring gaffer tape for loose cables, and pack spare batteries for microphones, clickers and other battery-powered equipment.

Frequently asked questions

How many drinks do I need for a film festival?: Allow 2–3 drinks per person for the first hour and about 1 drink per person for every additional hour. Add extra water if the programme lasts more than 3 hours or includes warm food.
How much tableware should I buy for a film festival?: Count 1 plate, fork, knife and glass per attendee, then add 10–15% extra. For coffee service, provide at least 1 cup per expected coffee drinker and keep a reserve for breakage or second servings.
When should I test the film festival equipment?: Test the projector, screen, laptop, speakers, cables and adapters at least 24 hours before the first screening. Repeat a short sound and image check when the equipment is installed at the venue.
What technical spares should I bring to a film festival?: Bring at least 2 copies of the films, spare HDMI cables and adapters, 1–2 extra extension cords, gaffer tape and a full set of spare batteries. Keep the backup films separate from the main laptop.

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