Film Festival Shopping List

A film festival needs more than films and a projector. You will need reliable playback equipment, spare cables, audience seating, registration supplies, catering serviceware and clear signs between screening rooms. Plan quantities around your audience size, the number of rooms and the length of the programme. This list helps you buy or bring the items that are often forgotten until doors are about to open, especially adapters, backup storage and chilled catering space.

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What to bring

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

Furniture

Chairsqty 260
Foldable tablesqty 18
Entrance desk
Buffet tablesqty 4
Waste binsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Media playersqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 4
Power stripsqty 8
Backup USB sticksqty 4
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Headphonesqty 2
Power banksqty 4
Flashlightsqty 6
Battery chargersqty 4

Lighting

LED panelsqty 4
Atmosphere lightsqty 8
Spare batteriesqty 24

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Platesqty 280
Forksqty 280
Knivesqty 280
Spoonsqty 280
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Small bowlsqty 20
Serving plattersqty 12
Pliersqty 8
Bottle openersqty 4

Decorations

Festival postersqty 20
Movie postersqty 12
Red carpet
Photo backdrop
Tableclothsqty 8
Directional signsqty 16
Cable tiesqty 100
Painter's tapeqty 8
Name badgesqty 300
Pensqty 40
Ballotsqty 300
Program leafletsqty 300
Ticketsqty 300
Wristbandsqty 300
Clipboardsqty 6
Sticky tackqty 10
Paper tapeqty 10

Catering

Groceries
- Coffee beans - 4 packs
- Tea bags - 250 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 10 cases
- Spa Rood - 4 boxes
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 6 cases
- Pilsener - 10 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted popcorn - 12 bags
- Sweet popcorn - 10 bags
- Mixed nuts - 6 bags
- Savory nuts - 6 bags
- Olives - 8 jars
- Pickles - 6 jars
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Mandarins - 4 kilo
- Baby carrots - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus wraps - 80 pieces
- Mini sandwiches - 250 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Gluten-free bread - 4 loaves
- Vegan sandwiches - 60 pieces
- Unsalted butter - 2 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kilo
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Herb mix - 4 jars
- Ice cubes - 20 bags
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Toilet cleaner - 4 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 4 bottles
- Trash bin liners - 30 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Paper towelsqty 12

Tips

Bring at least one tested backup USB stick for every set of film files, and keep the backup separate from the laptop or media player running the screenings.
Count one chair per registered guest, plus around 5% extra if the venue allows it. Arrange tables at the entrance and buffet area before volunteers arrive for their briefing.
Pack one HDMI cable and one compatible adapter for every playback setup, plus at least two spare cables and adapters for the festival as a whole.
For drinks and food service, provide one reusable cup per guest plus 10% extra. Add plates, knives, forks and spoons for the full catering count rather than relying on venue leftovers.
Buy spare batteries for every wireless microphone and lighting unit, and keep them with the technical supplies. Test microphones, speakers, mixer and LED panels before the first audience enters.

Frequently asked questions

How many chairs do I need for a film festival?: Start with one chair per registered guest and add 5% extra where space permits. For 100 guests, that means 105 chairs. If you use several screening rooms, count each room separately and avoid moving chairs during the programme.
How many cups and plates should I buy for a film festival?: Allow one reusable cup per guest plus 10% extra, so 110 cups for 100 guests. For plates and cutlery, provide one complete set per person who is expected to eat, with another 5% kept as a buffer.
What backup equipment is needed for a film festival screening?: Prepare one backup USB stick per film-file set, two spare HDMI cables, compatible HDMI adapters and at least one spare laptop or media player if available. Test every film file and subtitle track before the festival, not on the screening day.
When should I buy film festival supplies?: Order tickets, wristbands, printed programmes and signage at least 7 days before opening. Check technical equipment and backup files 2 to 3 days before the first screening, and buy chilled catering no earlier than the day before it is served.

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