What to buy for a film premiere

A film premiere needs more than a screening file and a red carpet. Use this shopping list to prepare drinks and snacks, guest registration, wayfinding, presentation equipment and the details that make arrivals run smoothly. Check quantities against your guest list, then buy consumables early enough to chill drinks and prepare the venue. Keep spare cables, batteries and playback equipment available before guests arrive.

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What to bring

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

Furniture

Cocktail tablesqty 10
Buffet tablesqty 6
Registration deskqty 2
Chairsqty 120
Coat racksqty 3
Stoolsqty 12

Equipment

Projector
Projection screen
Speakersqty 2
Mixer
Wireless microphonesqty 3
Laptop
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Spare batteriesqty 12
Headphonesqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 4

Decorations

Red carpet
Photo backdrop
Backdrop cloth
Movie star postersqty 8
Clapperboardsqty 2
Balloon archesqty 2
Table decorationsqty 10
Flower arrangementsqty 6
Directional signsqty 8
Bollardsqty 8
Barrier tapeqty 4

Tableware

Wine glassesqty 120
Water glassesqty 120
Champagne glassesqty 120
Platesqty 150
Dessert platesqty 150
Cutlery setsqty 150
Serving boardsqty 12
Pouring bottlesqty 12

Kitchen

Coolersqty 6
Ice cube traysqty 8
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 12
Serving spoonsqty 8
Aluminum foilqty 3
Cling filmqty 3
Cool bagsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 12

Registration

Name badge holdersqty 120
Badge lanyardsqty 120
Clipboardsqty 4
Ballpoint pensqty 20
Printer paperqty 250
Tapeqty 6
Scissorsqty 4

Catering

Groceries
- Alcohol-free sparkling wine - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Fresh mint - 6 bunches
- Coffee beans - 4 kilograms
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Whipped cream - 12 cans
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Toast - 12 packs
- Crackers - 8 packs
- Cream cheese - 3 kilograms
- Hummus - 3 kilograms
- Brie - 3 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Smoked salmon - 2 kilogram
- Olives - 3 kilograms
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Apples - 4 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Celery - 2 bunches
- Mixed nuts - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 150 pieces
- Mini quiches - 150 pieces
- Mini spring rolls - 150 pieces
- Falafel balls - 150 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Chili sauce - 1 liter
- Garlic sauce - 1 liter
- Salt - 1 kilogram
- Pepper - 500 grams
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Cocktail picks - 500 pieces
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Cardboard snack trays - 300 pieces
- Coffee filters - 200 pieces
- Coffee cups - 250 pieces
- Teaspoons - 200 pieces
- Sugar packets - 300 pieces
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Plan two to three drinks per guest for the first hour, then add one drink per person for each additional hour. Include non-alcoholic options and keep dietary requirements with the catering order.
Prepare one name badge per registered guest, plus 5–10 blank badges for late registrations or spelling changes. Keep the guest list and badges together at the registration desk.
For the screening setup, bring the projector, screen, laptop, HDMI cables, mixer, speakers and microphones, with one spare HDMI cable and fresh spare batteries for each wireless microphone.
Buy or prepare directional signs for the entrance, registration desk, toilets and screening room. Place them before the equipment test so guests can follow the route without asking staff.
Set aside extension cords, power strips and headphones before setup. Test video playback with the final film and allow at least 30 minutes to fix connection or sound problems before doors open.

Frequently asked questions

What drinks and snacks do I need for a film premiere?: For the first hour, plan two to three drinks per guest, followed by about one drink per person per additional hour. Provide at least two snack portions per guest and confirm dietary requirements before placing the catering order.
How many name badges should I buy for a film premiere?: Prepare one badge for every registered guest and add 5–10 blank badges for walk-ins, corrections or damaged labels. Print the guest list before setup and keep the blank badges at the registration desk.
What cables and backup equipment do I need for a film premiere screening?: Bring the projector, screen, laptop, HDMI cables, speakers, mixer and microphones. Pack at least one spare HDMI cable, one power strip per equipment area and fresh spare batteries for every wireless microphone.
When should I buy supplies for a film premiere?: Order catering and rented equipment at least 1–2 weeks before the event, then buy drinks and packaged snacks several days ahead. Chill drinks on the day before or at least 4 hours before guests arrive, and test playback at least 30 minutes before doors open.

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