What to buy for a film festival

A film festival needs more than films, chairs and a projector. You also need the small items that keep registration, screenings and catering moving without last-minute shopping. Use this list alongside your venue, programme and technical checks. Plan quantities from your expected attendance, and check every cable, adapter and backup before opening the doors.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Buffet tablesqty 3
Entrance desk
Coat racksqty 2

Equipment

Projector
Projector lamp
Movie screen
Laptopsqty 2
USB sticksqty 3
Speakersqty 2
Audio mixer
Microphoneqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
HDMI adaptersqty 3
Remote controlsqty 2

Lighting

LED panelsqty 4
Atmosphere lightsqty 8
Flashlightsqty 4

Tableware

Reusable cupsqty 120
Reusable coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Bread knivesqty 2
Bowlsqty 8
Measuring cupsqty 2
Kettlesqty 2
Food warmersqty 3

Decorations

Movie postersqty 12
Directional signsqty 8
Tableclothsqty 10
Name badgesqty 30
Badge holdersqty 30

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Waste binsqty 6
Glovesqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Non-alcoholic wine - 3 bottles
- Ice cubes - 10 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Popcorn kernels - 5 kilos
- Popcorn salt - 2 tubs
- Popcorn oil - 2 liters
- Peanuts - 4 bags
- Cashews - 4 bags
- Raisins - 3 bags
- Cookies - 10 packs
- Brownies - 80 pieces
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 5 kilos
- Baby carrots - 4 kilos
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Hummus - 12 tubs
- Crackers - 10 packs
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Herb cream cheese - 12 tubs
- Young cheese - 3 kilos
- Vegan cheese - 1 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Vegan toppings - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Sambal - 1 jar
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Wraps - 120 pieces
- Chicken breast strips - 8 kilo
- Falafel - 4 kilos
- Lettuce - 12 heads
- Peppers - 20 pieces
- Red onion - 10 pieces
- Corn - 12 cans
- Grated cheese - 3 kilos
- Tzatziki - 6 containers
- Vegan garlic sauce - 4 bottles
- Napkins - 1000 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet cards - 30 pieces

Tips

Plan one reusable cup per guest, plus at least 10% extra for collecting, washing or replacement. For coffee and tea, provide roughly one reusable coffee cup per expected drinker rather than assuming every visitor will have one.
For buffet service, allow one plate and one cutlery set per guest, then add 10% spare. Two serving platters and two pairs of serving tongs are a practical minimum for a small buffet; increase this when several dishes are served at once.
Check the projector setup at least 24 hours before the first screening. Match the laptop outputs to the HDMI cables and adapters, and keep the films on at least two USB sticks so one failed copy does not stop the programme.
Count power points before equipment arrives. Projectors, laptops, speakers, the audio mixer, LED panels and atmosphere lights may need separate connections, so pack extension cords and power strips rather than relying on one wall socket.
Prepare the entrance desk and visitor information before doors open. Keep the printed visitor list, programme materials, microphone and a flashlight together, and test the microphone and speakers during the scheduled technical test.

Frequently asked questions

What equipment do I need for a film festival screening?: At minimum, plan for a projector, movie screen, laptop, HDMI cable, the correct HDMI adapter, speakers and power connections. Keep a spare projector lamp and a second USB copy of the films available before the technical test.
How many cups and plates do I need for a film festival?: Buy or bring one reusable cup, one plate and one cutlery set per expected guest, plus about 10% extra. For 100 guests, that means at least 110 of each item if everything is served at the same time.
How many USB sticks should I prepare for a film festival?: Use at least two USB sticks containing the checked film files: one working copy and one backup. Test both copies on the screening laptop no later than the day before the festival.
When should I check the projector and cables?: Complete the full technical check at least 24 hours before the first screening, including the projector, screen, laptop, HDMI connection, audio mixer, speakers and microphone. Recheck the connections when the equipment is delivered and again during setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.