What to Buy for a Film Masterclass

A film masterclass needs more than a projector and a few chairs. You need reliable presentation equipment, recording accessories, catering supplies and a clear way to welcome participants. This shopping list covers the items that are easy to overlook, including HDMI adapters, spare charging cables, memory cards and serving equipment. Use the expected number of participants to scale drinks, tableware and printed materials before shopping.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Speaker table
Waste binsqty 4

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
Camerasqty 6
Tripod setsqty 6
Memory cardsqty 8
Headphonesqty 12
USB card readersqty 3
Charging cablesqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 55
Tableclothsqty 8
Directional signsqty 6
Film clapperboard

Lighting

LED lightsqty 4
Cable reelsqty 2

Cleaning

Microfiber clothsqty 12
Bucketsqty 2
Floor squeegeesqty 2
Broom setsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Sandwich rolls - 60 pieces
- Whole grain bread - 4 loaves
- Pistolets - 30 pieces
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Bell peppers - 8 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 3 kilos
- Yogurt - 4 kilos
- Muesli - 2 kilo
- Muffins - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Cookies - 5 packs
- Nut mix - 2 kilo
- Gluten-free rolls - 6 pieces
- Vegan spreads - 2 packs
- Vegan muffins - 8 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Ice cubes - 10 kilos
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Hand soap - 3 bottles
- Toilet paper - 24 rolls
- Disinfectant spray - 2 bottles

Tips

Bring at least two HDMI adapters and two spare HDMI cables. Presenters often arrive with a different laptop connection, and one missing adapter can delay the first session.
Prepare one name badge and one printed program per participant, plus 10% extra. For 40 attendees, that means 44 badges and 44 programs.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks before opening the venue and keep extra bottles in coolers.
For hands-on filming, plan one usable memory card per camera and one spare card for every two cameras. Pack card readers and charging cables so footage can be transferred during breaks.
Count cups, glasses, plates and cutlery against the registration list, not the room capacity. Add 10% extra, especially when catering includes coffee, snacks or a served meal.

Frequently asked questions

What equipment do I need for a film masterclass?: At minimum, plan for a projector, projection screen, laptop, speakers, HDMI cables and adapters, power strips and extension cords. If participants will film, also prepare cameras, tripod sets, memory cards, headphones, USB card readers and charging cables.
How many drinks should I buy for a film masterclass?: Buy two to three drinks per person for the first hour and one additional drink per person for every later hour. Add around 10% extra for late arrivals, speakers and unexpected demand.
How many name badges and programs should I print?: Print one badge and one program per registered participant, then add 10% spare copies. For 30 participants, prepare 33 badges and 33 programs.
When should I check the film masterclass equipment?: Check the projector, screen, laptop, speakers, microphones and all cables at least one day before the masterclass. Test the actual presentation and films, then repeat a quick connection check when the venue opens.

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