What you need for a film gala

A film gala needs more than a projector and a few drinks. Plan the shopping around three moments: guest arrival, the screening and the reception afterwards. Count tableware and glasses by guest, then add spares for breakages and late arrivals. Keep prizes, certificates and presentation materials separate from catering supplies, and test every cable, adapter and film file before guests arrive.

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What to bring

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

Furniture

Banquet tablesqty 10
Cocktail tablesqty 6
Chairsqty 90
Buffet tablesqty 4
Coat racksqty 3
Stoolsqty 6
Tableclothsqty 14

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Audio mixer
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 8
USB sticksqty 3

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 12
String lightsqty 4

Decorations

Red carpet
Photo backdrop
Photo wall standsqty 2
Film clapboardsqty 3
Star balloonsqty 40
Black balloonsqty 60
Gold Balloonsqty 60
Balloon pumpqty 2
Balloon ribbonqty 4
Table decorationsqty 14
Menu card holdersqty 14
Number platesqty 10
Trophiesqty 6
Certificate foldersqty 10
Name badgesqty 100
Table numbersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Coolersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 10
Serving spoonsqty 10
Serving plattersqty 20
Labelsqty 100
Ice packsqty 12

Cleaning

Bucketsqty 3
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Alcohol-free beer - 3 cases
- Beer - 4 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 10 bottles
- Ginger ale - 4 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 12 bags
- Baguettes - 15 pieces
- Mini bake-off rolls - 100 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked salmon - 2 kilos
- Grilled chicken breast - 3 kilos
- Falafel - 2 kilos
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Carrots - 2 kilo
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Apples - 4 kilos
- Melons - 3 pieces
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Pine nuts - 500 grams
- Walnuts - 1 kilo
- Raisins - 500 grams
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 6 bags
- Caramel popcorn - 6 bags
- Mixed nuts - 3 kilo
- Crackers - 8 packs
- Toast - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Mini quiches - 100 pieces
- Mini pizza slices - 100 pieces
- Vegetable spring rolls - 100 pieces
- Mini satay - 100 pieces
- Vegetarian mini satay - 50 pieces
- Samosas - 100 pieces
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Satay sauce - 2 jars
- Diet-friendly snacks - 30 pieces
- Gluten-free crackers - 3 packs
- Vegan spreads - 4 tubs
- Vegan cheese - 1 kilo
- Whipped cream - 2 liters
- Vanilla ice cream - 5 liters
- Chocolate sauce - 2 bottles
- Brownies - 100 pieces
- Macarons - 120 pieces
- Petit fours - 100 pieces
- Amaretti cookies - 4 packs
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Air freshener - 2 spray cans

Tips

Count one dinner plate, one dessert plate, one cutlery set and one water glass per guest, then add 10% spare. If wine or champagne is served, count those glasses separately rather than sharing them between courses.
Buy or prepare two to three drinks per person for the first hour, plus water throughout the evening. Chill drinks at least 4 hours before the gala; a small fridge rarely handles the full order at once.
Plan one buffet table for every 30 to 40 guests and provide serving platters and serving spoons for each food station. Order dietary-specific portions separately and label them before the buffet opens.
For the screening, bring the projector, screen, laptop, HDMI cables, adapters, USB sticks and power strips together in one labelled case. Pack at least one spare HDMI cable and adapter, because these are commonly missing when setup starts.
Allow one wireless microphone for the host and a second for presenters or judges, with a microphone stand available at the lectern. Test the microphones, speakers, audio mixer and lighting for at least 60 minutes before doors open.

Frequently asked questions

How many glasses do I need for a film gala?: Start with one water glass per guest, plus 10% spare. Add one wine glass per guest if wine is served and one champagne glass per guest for a toast; do not rely on washing glasses during the programme.
How much food and drink should I buy for a film gala?: For drinks, allow two to three servings per person during the first hour, then add about one serving per person for each additional hour. For food, use the confirmed guest count and order at least 5% extra for late additions and larger portions.
What screening equipment is needed for a film gala?: Bring a projector, projection screen, laptop, HDMI cables, HDMI adapters, speakers, audio mixer, power strips and extension cords. Test the complete setup with every film file at least 24 hours before the event.
When should I buy supplies for a film gala?: Order prizes, certificates, tableware and equipment at least 2 weeks ahead. Buy fresh snacks and chilled drinks 1 to 2 days before the gala, and finish chilling drinks at least 4 hours before guests arrive.

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