Film festival shopping list

A film festival needs more than films and a projector. This shopping list covers the practical items that keep screenings, registration, catering and presentations running smoothly. Plan equipment for each screening room, plus backup storage and spare cables before the event day. Count furniture, tableware and printed materials from your guest numbers, and allow time for technical testing and setup.

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What to bring

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

Furniture

Chairsqty 170
Registration tablesqty 2
Catering tablesqty 6
Bar stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Equipment

Film projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Media playersqty 2
Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Spare hard drivesqty 2
Presentation clicker

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
Light standsqty 4

Decorations

Movie postersqty 20
Clapperboardsqty 4
Red carpet
Festival bannersqty 4
Tableclothsqty 8
Photo backdrop

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 100
Tea glassesqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Popcorn machinesqty 2
Measuring cupsqty 4
Kitchen tongsqty 8
Serving trays with lidsqty 8

Cleaning

Vacuum cleanersqty 2
Mop setsqty 2
Bucketsqty 4
Waste binsqty 8
Hand soap dispensersqty 6
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 250 pieces
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Wine - 18 bottles
- Beer - 72 bottles
- Ice cubes - 20 kilo
- Popcorn kernels - 8 kilos
- Sunflower oil - 4 liters
- Popcorn salt - 1 kilo
- Butter - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty popcorn - 4 bags
- Sweet popcorn - 4 bags
- Salted breadsticks - 5 bags
- Mixed nuts - 3 kilo
- Wine gums - 4 kilo
- Liquorice - 3 kilos
- Chocolate bars - 180 pieces
- Cookies - 8 packs
- Brownies - 120 pieces
- Mini sandwiches - 180 pieces
- Vegetarian sandwiches - 60 pieces
- Vegan sandwiches - 30 pieces
- Gluten-free crackers - 4 packs
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 600 pieces
- Paper popcorn bags - 300 pieces
- Stir sticks - 250 pieces
- Teaspoons - 150 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Sandwich bags - 200 pieces
- Trash bags - 50 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Disinfectant wipes - 6 packs

Tips

Prepare one complete projection setup for each screening room: projector, screen, laptop or media player, speakers, mixer, HDMI cable, extension cord and power strip. Add at least one spare HDMI cable and test every film on the actual playback equipment before opening.
Keep the films in two separate backups on spare hard drives. Download and verify the files at least 48 hours before the first screening, so a corrupt file or missing codec does not stop the programme.
For registration, provide one table for every 75–100 expected guests and print name badges and programme booklets for all registered visitors, plus 5–10% extra. Keep signage ready for registration, screening rooms, toilets and catering.
Plan tableware from attendance rather than from tables: allow at least two reusable drinking glasses per guest for a half-day festival and one coffee cup per expected coffee service. Add extra cups for volunteers and presenters.
Allow one wireless microphone for each presenter using the stage at the same time, plus one microphone stand per fixed microphone. Use LED spotlights and atmosphere lights only after checking that they cannot spill light onto the projection screen.

Frequently asked questions

What equipment do I need for a film festival screening?: For each screening room, plan one projector, projection screen, playback laptop or media player, speakers, mixer, HDMI cable, extension cord and power strip. Keep at least one spare HDMI cable and one backup playback device available for the full festival.
How many programme booklets should I print for a film festival?: Print one booklet per registered guest, then add 5–10% extra for walk-ins, damaged copies and presenters. For 200 registered guests, prepare 210–220 booklets.
How many drinking glasses do I need for a film festival?: For a half-day festival, allow two reusable drinking glasses per guest, plus 10% for volunteers and presenters. For 100 guests, that means at least 220 glasses if glasses are not washed during the event.
When should I download and back up the films?: Download and test every film at least 48 hours before the first screening. Store a second copy on a separate spare hard drive and check that both copies open on the planned playback equipment.

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