Film festival shopping list

A film festival needs more than films, chairs and a projector. You also need the small items that keep screenings moving: spare cables, adapters, power strips, backup USB sticks, signage materials and enough tableware for catering. Use the quantities in your plan as a starting point, then match them to your audience size and number of screenings. Buy or collect technical supplies early enough to test every file, subtitle track and connection before opening the venue.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 10
Buffet tablesqty 3
Entrance table
Stoolsqty 6

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Speakersqty 2
Microphonesqty 2
Mixer
USB sticksqty 3
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Laptop standsqty 2

Lighting

LED panelsqty 4
Standing lampsqty 4
Light filtersqty 4

Tableware

Water glassesqty 120
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving bowlsqty 12
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Serving traysqty 8
Washing-up bowlsqty 3

Decorations

Clapperboardsqty 2
Film Roll Decorationqty 4
Red carpet
Corkscrewqty 4
Tableclothsqty 10
Flower arrangementsqty 6
Photo backdrop
Movie starsqty 30

Cleaning

Vacuum cleaner
Broom setsqty 2
Mopsqty 2
Bucketsqty 3
Waste binsqty 6
Microfiber clothsqty 12

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 48 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Fresh mint tea - 6 bunches
- Sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Apples - 50 pieces
- Bananas - 30 pieces
- Grapes - 6 kilos
- Mandarins - 40 pieces
- Cherry tomatoes - 4 kilos
- Cucumbers - 8 pieces
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Hummus - 2 kilos
- Tzatziki - 1 kilo
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Nut mix - 2 kilo
- Popcorn kernels - 3 kilos
- Popcorn salt - 2 jars
- Pretzels - 4 bags
- Salty sticks - 4 bags
- Mini wraps - 180 pieces
- Whole grain bread - 8 loaves
- White baguette - 10 pieces
- Gluten-free bread - 3 loaves
- Cream cheese - 2 kilo
- Hummus for wraps - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Smoked chicken breast - 2 kilo
- Dry-cured ham - 1 kilo
- Vegetarian falafel - 3 kilos
- Lettuce - 12 heads
- Pesto - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Olive oil - 2 liters
- Salt - 1 kilo
- Pepper - 2 jars
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Butter - 1 kilo
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Dark chocolate - 2 kilo
- Milk chocolate - 2 kilo
- Cookies - 10 packs
- Sugar-free cookies - 3 packs
- Gluten-free crackers - 4 packs
- Paper napkins - 500 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Ice cubes - 20 kilo
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Print materials

Program leafletsqty 140
Admission ticketsqty 140
Name badgesqty 30
Badge holdersqty 30
Markersqty 12
Pensqty 30
A4 paperqty 2
Ballot slipsqty 150
Directional signsqty 12
Tapeqty 6
Poster puttyqty 4

Safety

Flashlightsqty 4
Batteriesqty 12
Cable matsqty 8
Non-slip matsqty 6
Fire blanketsqty 2

Tips

Plan one chair per registered guest, plus a small reserve if your venue allows it. Add tables for registration, catering and refreshments rather than trying to use the entrance table for everything.
Bring at least one spare HDMI cable, HDMI adapter and USB stick. Test the exact laptop, projector and screen combination during the technical test, because a cable that fits is not always one that carries the right signal.
Use one power strip for each equipment cluster and pack extension cords long enough to reach the nearest safe outlet. Secure loose cables with gaffer tape before the first audience member enters.
For catering, count one complete place setting per guest and keep extra glasses and plates available for break service. Separate coffee cups, wine glasses, water glasses, dessert plates, forks, knives and spoons so volunteers can restock quickly.
Prepare the backup USB sticks before the festival day, not while guests are arriving. Keep the run sheet, presentation texts, film introductions and admission materials together at the entrance so volunteers can find them within seconds.

Frequently asked questions

What equipment do I need for a film festival screening?: At minimum, plan a projector, projection screen, playback laptop, HDMI cables, the right HDMI adapters, speakers and microphones. Add a mixer if several microphones or audio sources are used, and test the complete setup at least one day before the first screening.
How many chairs do I need for a film festival?: Start with one chair per registered guest and add 5 to 10 percent if the room has space. For 100 guests, that means 100 chairs plus 5 to 10 spare chairs, arranged so aisles and technical access remain clear.
How many glasses and plates should I buy for a film festival?: Provide one water glass per guest, then add wine glasses, coffee cups, plates and dessert plates according to the catering plan. A practical starting point is 10 percent extra tableware, so 110 pieces for every 100 expected guests where washing or rapid replacement is not available.
When should I buy supplies for a film festival?: Buy non-perishable supplies and confirm equipment at least 7 days before the festival. Finish the shopping and collect cables, adapters, USB sticks and lighting equipment no later than the day before, leaving time for a full technical test.

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