What to Bring for a Film Picnic

A film picnic needs more than picnic food and a projector. You’ll need a way to keep chilled ingredients cold, prepare and serve food outdoors, and keep cables, sound and lighting under control after sunset. This shopping list covers the practical kit behind the film programme, from blankets and reusable tableware to extension cords and thermos flasks. Check dietary requirements before shopping, and buy fresh produce as close to the event as possible.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Buffet tablesqty 3
Reception desk
Party tentsqty 2
Picnic blanketsqty 15

Equipment

Projector
Projection screen
Laptops
Speakersqty 2
Audio mixer
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Cable traysqty 6

Lighting

String lightsqty 4
LED lampsqty 6
Lanternsqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 80
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6
Pouring jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 6
Thermos flasksqty 4
Kettlesqty 2
Storage boxesqty 12
Foilqty 2
Serving trays with lidsqty 8

Decorations

Film program boardsqty 3
Directional signsqty 6
Tableclothsqty 6

Cleaning

Waste binsqty 6
Litter pickersqty 2
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand broomsqty 2
Can openersqty 2
First aid kit

Catering

Groceries
- Kaiser rolls - 60 pieces
- Wholemeal bread - 6 loaves
- Wraps - 60 pieces
- Butter - 500 grams
- Young cheese - 2.5 kilos
- Aged cheese - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Eggs - 30 pieces
- Canned tuna - 10 cans
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Peanut butter - 2 jars
- Jam - 2 jars
- Lettuce - 10 heads
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Red onion - 1 kilo
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Potatoes - 5 kilos
- Pasta salad - 4 kilo
- Feta - 1 kilo
- Olives - 1 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilos
- Lemons - 2 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted popcorn - 50 servings
- Unsalted popcorn - 20 portions
- Pretzels - 6 bags
- Cookies - 8 packs
- Brownies - 60
- Milk - 6 liters
- Oat milk - 4 liters
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Wet wipes - 6 packs

Tips

Plan around 2 to 3 drinks per person for the first hour, then add roughly 1 drink per person for each additional hour. Bring separate pouring jugs for water or other shared drinks so cups are not constantly passed around.
Allow at least 1 picnic blanket for every 3 to 4 people, with a few extra for late arrivals or damp ground. Folding chairs are useful for guests who cannot sit comfortably on the ground.
Keep chilled food in coolers until you prepare the picnic packs; aim to take it out no earlier than 30 to 60 minutes before serving. Pack salads, sandwiches and fresh produce separately so wet ingredients do not soften the bread.
For the screening setup, bring the projector, screen, laptop, speakers, HDMI cables, extension cords and power strips together in one clearly labelled technical box. Test the full video and sound chain at least 1 day before the picnic, not just the projector on its own.
Take lighting beyond the screen area: string lights, LED lamps or lanterns help people find seats and serving tables after dark. Secure every cable with cable trays or another visible route before guests arrive, leaving no loose leads across walking paths.

Frequently asked questions

What food should I buy for a film picnic?: Buy ingredients for sandwiches, salads, fresh fruit and portioned snacks, plus drinks and serving supplies. Plan at least 1 complete picnic pack per registered guest, with extra portions if late registrations are possible.
How much food and drink do I need per person for a film picnic?: For food, allow 1 sandwich portion, 1 salad portion, 1 piece of fruit and 1 to 2 snack portions per person. For drinks, plan 2 to 3 servings during the first hour and about 1 more serving per person for each additional hour.
What equipment do I need for an outdoor film picnic?: You need a projector, projection screen, laptop, speakers, HDMI cables, extension cords and power strips. Test the complete setup at least 24 hours beforehand, and bring cable trays to keep the route safe.
When should I buy food for a film picnic?: Buy non-perishable groceries several days ahead, but purchase fresh produce and other chilled ingredients on the day before or the day of the picnic. Keep chilled products in coolers until preparation and serving.

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