What to Buy for a Film Premiere

A film premiere needs more than a screening file and a projector. Guests arrive before the film starts, so plan for a reception with drinks, food, name badges and somewhere to leave coats. You also need the right tableware and a complete playback backup: media player, cables, adapters and a tested backup drive. Use this list alongside your guest count, room layout and catering order so nothing is missing on the day.

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What to bring

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

Furniture

Cocktail tablesqty 10
Chairsqty 130
Entrance table
Buffet tablesqty 6
Stoolsqty 12
Coat racksqty 2
Waste binsqty 8

Tableware

Wine glassesqty 150
Water glassesqty 150
Coffee cupsqty 100
Coffee spoonsqty 100
Cake platesqty 150
Cutlery setsqty 150
Serving plattersqty 30
Serving plattersqty 20
Coffee potsqty 6
Teapotsqty 4

Catering

Groceries
- Prosecco - 24 bottles
- Non-alcoholic sparkling wine - 8 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Beer - 96 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- Coffee - 2 kilograms
- Tea - 200 bags
- Black tea - 60 bags
- Herbal tea - 60 tea bags
- Green tea - 60 bags
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemons - 3 kilogram
- Mint - 6 bunches
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini croissants - 150 pieces
- Mini rolls - 180 pieces
- Cream cheese - 3 kilograms
- Hummus - 3 kilograms
- Pesto - 1 kilogram
- Brie - 3 kilograms
- Mild cheese - 3 kilograms
- Smoked salmon - 2 kilogram
- Parma ham - 2 kilograms
- Grilled vegetables - 3 kilogram
- Cucumber - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Strawberries - 4 kilogram
- Apples - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Olives - 3 kilograms
- Salted nuts - 3 kilogram
- Rice crackers - 6 packs
- Mini quiches - 180 pieces
- Vegetable spring rolls - 150 pieces
- Meatballs - 180 pcs
- Falafel - 150 pieces
- Satay sauce - 3 liter
- Mustard - 2 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Sweet chili sauce - 2 bottles
- Garlic sauce - 2 bottles
- Mini brownies - 150 pieces
- Mini muffins - 150 pieces
- Macarons - 150 pieces
- Chocolate truffles - 3 kilograms
- Whipped cream - 2 liters
- Napkins - 500 pieces
- Cocktail picks - 500 pieces
- Straws - 250 pieces
- Coffee filters - 200 pieces
- Stir sticks - 250 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 6 dispensers
- Paper towels - 12 packs

Equipment

Film projector
Projection screen
Media player
Backup hard drive
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Laptop
Presentation clicker
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 12
Serving spoonsqty 8
Coolersqty 12
Aluminum foilqty 4
Cling filmqty 4
Food labelsqty 2

Decorations

Red carpet
Photo backdrop
Film reel decorationsqty 6
Clapperboardsqty 3
Movie postersqty 8
Balloonsqty 80
Balloon standsqty 6
Table décorqty 20
Name badgesqty 150
Tableclothsqty 16
Directional signsqty 12

Lighting

LED string lightsqty 8
LED spotlightsqty 6
Atmosphere lightsqty 10
Batteriesqty 24

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20
Broomsqty 2
Dustpan and brushqty 2
Hand sanitizerqty 6

Other

Wristbandsqty 150
Pensqty 20
Tapeqty 6
Double-sided tapeqty 4
Scissorsqty 4
Cable tiesqty 100
Markersqty 12
Cloakroom numbersqty 150
Notepadsqty 6
Program flyersqty 150
Press kitsqty 30
Camera
Memory cardsqty 2

Tips

Plan two to three drinks per guest for the first hour, then add water for everyone. Buy extra wine and water glasses if there is no time to wash or collect them during the reception.
Allow one chair per seated guest, plus cocktail tables and stools for the reception area. Arrange coat racks and waste bins before guests arrive; these are easy to overlook when focusing on the screening room.
Match tableware to the catering order: allow one cutlery set and cake plate per guest, with serving platters, coffee cups, spoons, coffee pots and teapots if coffee or dessert is served.
Keep a complete playback backup separate from the main setup. Bring the film on a backup hard drive, plus the correct HDMI cables, adapters, extension cords and power strips; test every connection before the event.
Prepare the entrance table with printed name badges, the guest list and the run sheet at least one day ahead. Keep wireless microphones, stands, speakers and the mixer together so introductions and credits do not depend on last-minute searching.

Frequently asked questions

How many drinks should I buy for a film premiere?: Plan two to three drinks per person for the first hour, including alcoholic and non-alcoholic options. Provide at least one serving of water per guest and add extra glasses if the reception continues beyond an hour.
How many chairs and glasses do I need for a film premiere?: Provide one chair per guest who will watch the film. For drinks, start with one wine glass and one water glass per guest, then add 10–15% if glasses cannot be collected and reused during the reception.
What backup equipment do I need for a film screening?: Bring a backup hard drive containing the film, a second playback option if available, and the required HDMI cables and adapters. Pack at least two extension cords and power strips, and test the backup before the premiere.
When should I buy supplies for a film premiere?: Buy non-perishable supplies, tableware and technical accessories at least one week before the event. Confirm groceries and catering quantities 48–72 hours beforehand, then check the full equipment and reception setup on the day before.

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