What to buy for a film lecture

A film lecture needs more than a film and a projector. This shopping list covers the practical items for serving coffee, water and wine, presenting the programme, and running a reliable screening. Plan quantities from your registration list, then add a small buffer for late arrivals and breakage. Check cables, adapters and sound equipment before buying anything, especially if the venue supplies part of the setup.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Microphoneqty 2
Microphone stand
Power stripsqty 4
Extension cordsqty 6

Lighting

Standing lampsqty 4

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving spoonsqty 8
Coolersqty 3
Ice cube traysqty 3

Decorations

Red carpet
Movie postersqty 6
Poster clipsqty 12
Name badgesqty 60

Catering

Drink dispensersqty 2
Serving plattersqty 8
Napkin holdersqty 6
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Beer - 48 bottles
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Snack mix - 3 bags
- Popcorn - 3 bags
- Mini pretzels - 3 bags
- Cheese cookies - 3 packs
- Cucumbers - 4 pieces
- Cherry tomatoes - 1.5 kilos
- Carrots - 1 kilo
- Grapes - 2 kilos
- Apples - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 8 pieces
- Crackers - 6 packs
- Olives - 4 jars
- Cheese cubes - 2 kilos
- Vegan cheese - 500 grams
- Gluten-free crackers - 2 packs
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Pepper - 1 grinder
- Salt - 1 pack
- Ice cubes - 10 kilos
- Paper napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Hand soap - 3 bottles
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2

Tips

For tableware, count one coffee cup, water glass, plate and cutlery set per registered guest, then add 10% extra. Include coffee spoons separately; they are easy to overlook when preparing a coffee service.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks in advance and use coolers or ice so they stay cold during the lecture.
Allow one coffee machine or kettle for every 25 to 30 guests if coffee is served during a break. Prepare enough thermos flasks to keep the first batch available while the next batch is made.
Check the projector, screen, laptop, HDMI cable and HDMI adapter at least one day before the lecture. Test the actual film file and presentation together, because a working image connection does not guarantee working sound.
Buy or bring power strips and extension cords early, not on the event day. Count every powered device—projector, laptop, speakers, lighting and coffee equipment—and leave one spare connection available.

Frequently asked questions

What do I need to buy for a film lecture?: You typically need projection equipment, a laptop and the correct HDMI connection, speakers, a microphone, power strips and extension cords. For guests, plan drinks, coffee supplies, tableware, serving platters and any printed or decorative materials listed in the plan.
How many glasses and plates do I need for a film lecture?: Use the registration total as your base: one water glass, wine glass, plate and cutlery set per guest who will use them. Add about 10% extra, so a lecture for 50 people needs roughly 55 of each item before allowing for different serving choices.
How much coffee should I buy for a film lecture?: Allow one coffee serving per guest for a short lecture and up to two servings per guest if there is a break. For 50 guests, prepare 50 to 100 servings and have the coffee ready 15 to 20 minutes before the break.
When should I test the film lecture equipment?: Test the film, presentation, projector, HDMI connection and sound at least one day before the event. Repeat a short check 30 minutes before doors open, including the microphone, speakers and power connections.

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