Film festival shopping list

A film festival needs more than films and a projector. You need reliable playback equipment, enough seating, clear registration materials and small items that prevent delays between screenings. Use this shopping list alongside your programme and venue plan. Check every film file and subtitle track before the event, then pack spare cables, adapters, power banks and USB sticks so one missing connection does not stop the schedule.

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What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Registration desk
Speaker table
Bar stoolsqty 4
Coat racksqty 2
Waste binsqty 8
Tableclothsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Media playersqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Power banksqty 4
USB sticksqty 4
Cable ties
Gaffer tapeqty 4

Tableware

Reusable cupsqty 220
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 220
Forksqty 220
Knivesqty 180
Spoonsqty 100
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 2

Decorations

Film festival postersqty 12
Program boardsqty 6
Red carpet
Directional signsqty 10
Name badgesqty 30

Lighting

LED garlandsqty 6
LED spotlightsqty 4
Battery lanternsqty 6

Cleaning

Vacuum cleanerqty 2
Mop headsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 40 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
- White beer - 48 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Coffee beans - 3 kilo
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 6 liters
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 20 pieces
- Ice cubes - 20 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted popcorn - 12 bags
- Sweet popcorn - 12 bags
- Mini pretzels - 8 bags
- Snack nuts - 6 bags
- Olives - 6 jars
- Grapes - 8 kilos
- Apples - 60 pieces
- Mandarins - 60 pieces
- Mini cucumbers - 4 kilos
- Carrots - 4 kilos
- Cherry tomatoes - 4 kilos
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Brie - 3 kilo
- Gouda cheese - 4 kilos
- Vegan cheese - 1 kilo
- Baguettes - 25 pieces
- Mini pistolets - 180 pieces
- Whole grain bread - 8 loaves
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Vegan falafel - 4 kilos
- Wraps - 100 pieces
- Herb cream cheese - 10 tubs
- Pesto - 6 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Napkins - 800 pieces
- Paper straws - 250 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 120 pieces
- Pedal bin liners - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Tissues - 12 boxes
- Cash register receipts - 4 rolls
- Wristbands - 250 pieces
- Pens - 30 pieces
- Paper name stickers - 100 pieces
- A4 paper - 2 packs

Tips

Plan one chair per expected visitor, plus a small reserve if the venue allows it. Add a registration desk, name badges and printed programme boards where visitors can find them quickly.
Bring one tested playback setup for each screening room: projector, screen, laptop or media player, the required HDMI cable and the correct adapter. Test the complete chain at least 24 hours before opening.
Pack at least two spare HDMI cables, two adapters and several power strips or extension cords. Label cables and secure floor runs with cable ties and gaffer tape before visitors arrive.
Keep a copy of every film file and subtitle file on at least two USB sticks. Open each file on the actual playback device before the festival, rather than relying on a last-minute transfer.
For a reception or café area, count reusable cups, wine glasses, coffee cups, plates, forks and knives for the maximum number of people served at one time, then add about 10% spare. Put waste bins near the bar and exits, and provide coat racks if visitors will arrive in outerwear.

Frequently asked questions

What equipment do I need for a film festival screening?: For each screening room, plan one projector, one projection screen, one playback device, the necessary HDMI cable and adapter, plus speakers if the venue has no suitable sound system. Bring at least two spare HDMI cables and adapters for the whole festival.
How many chairs do I need for a film festival?: Plan one chair per expected visitor and add 5–10% spare capacity where possible. For 80 expected visitors, that means 84 to 88 chairs, subject to the room layout and fire-safety limits.
How early should I test film files and subtitles?: Test every film file and subtitle track on the intended laptop or media player at least 24 hours before the first screening. Keep verified backup copies on two USB sticks and label them by film and screening time.
How many cups and plates do I need for a film festival reception?: Count the maximum number of guests likely to eat or drink at the same time, then add 10% spare. For 100 simultaneous guests, prepare about 110 cups and enough plates, forks and knives for the same number.

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