What you need for a film lecture

A film lecture needs more than a projector and a screen. You also need a reliable way to connect the laptop, clear audio for the speaker and film, and enough cups, glasses and serving ware for the audience. Buy or gather consumables early, especially coffee, tea and catering, then check adapters, extension cords and power strips before the day itself. This list works alongside the event plan so setup, registration and refreshments are covered.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Coat racksqty 2
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adaptersqty 3
Wireless microphoneqty 2
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Forksqty 60
Knivesqty 60
Teaspoonsqty 60
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Program leafletsqty 60
Name badgesqty 60
Tableclothsqty 8
Directional signsqty 6

Lighting

Atmosphere lightsqty 6
Reading lamp

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Trash bag holdersqty 4
Hand soap dispensersqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Sparkling water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 2 cartons
- Grape juice - 2 packs
- Lemons - 6 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 2 kilogram
- Apples - 30 pieces
- Bananas - 20 pieces
- Baby carrots - 2 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Young cheese - 1,5 kilogram
- Brie - 750 grams
- Turkey breast - 1 kilogram
- Smoked chicken breast - 750 grams
- Egg salad - 750 gram
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Gluten-free rolls - 6 pieces
- Vegan sandwiches - 8 units
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Dark chocolate bars - 10 bars
- Cookies - 6 packs
- Napkins - 300 pieces
- Stirrers - 100 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Garbage bags - 20 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles

Tips

Plan two cups of coffee or tea per attendee if the lecture lasts up to two hours, plus water for the speaker and audience. Buy extra drinks for the first hour rather than relying on a single refill.
Check the laptop, projector, screen, HDMI cable and every adapter at least 24 hours before the lecture. A missing HDMI adapter is easy to overlook and can delay the entire program.
Count tableware against your guest list: provide one coffee cup, water glass and plate per person, then add at least 10% extra. Include enough forks, knives and teaspoons for the catering you ordered.
Bring two extension cords and power strips for the projector, laptop, mixer and coffee equipment, but check the room’s available sockets first. Keep cables away from walking routes and the registration desk.
Print the program leaflets and participant list no later than the day before. Keep a small spare stack of leaflets at the registration desk in case attendees arrive without a copy.

Frequently asked questions

What equipment do I need for a film lecture?: You need a projector, projection screen, laptop, HDMI cable, suitable HDMI adapters, speakers and a wireless microphone. Test the full setup at least 24 hours beforehand, including the film footage and presentation.
How many cups and glasses do I need for a film lecture?: Allow one coffee cup and one water glass per attendee, plus at least 10% extra. For 50 attendees, prepare 55 cups and 55 glasses, with additional cups if coffee and tea will be served more than once.
How much coffee and tea should I buy for a film lecture?: For a lecture of up to two hours, plan around two hot drinks per person, with water available throughout. For 50 attendees, that means roughly 100 servings, plus a small reserve for the speaker and late arrivals.
When should I check the projector and sound system?: Complete a full equipment test at least one day before the event, then repeat a quick check 60 minutes before guests arrive. Test the film, presentation, microphone, speakers and all cable connections.

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.