What to buy for a film screening marathon

A film screening marathon needs more than films, a projector and chairs. Plan supplies for several viewing blocks, timed breaks and a dark room that is still safe to move around in. Buy or gather snacks, chilled drinks, hot drinks and serving items before the final setup day. Check every cable, adapter and power strip against the equipment you will use, and keep spare batteries and lighting available for problems during the screening.

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What to bring

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

Furniture

Chairsqty 55
Tablesqty 8
Tableclothsqty 8
Entrance table
Break tablesqty 3

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 2
Speakersqty 2
Audio cablesqty 3
Power stripsqty 5
Extension cordsqty 5
Spare batteriesqty 12

Lighting

Dimmable lightsqty 4
LED light stringsqty 2
Flashlightsqty 3

Tableware

Reusable cupsqty 70
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Coolersqty 3
Thermos flasksqty 4
Kettlesqty 2
Microwave
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Film platesqty 6
Program postersqty 6
Directional signsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Spongesqty 6

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 4 bags
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 5 bags
- Popcorn kernels - 3 packs
- Microwave popcorn - 20 bags
- Salted popcorn - 3 bags
- Pretzels - 4 bags
- Snack mix - 4 bags
- Student mix - 3 bags
- Cookies - 6 packs
- Brownies - 50 pieces
- Mini wraps - 60 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cheese slices - 2 packs
- Ham slices - 2 packs
- Cucumbers - 4 pieces
- Bell peppers - 6 pieces
- Cherry tomatoes - 1.5 kilos
- Grapes - 2 kilos
- Apples - 30 pieces
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Garbage bags - 30 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 12 rolls
- Hand soap - 3 bottles

Tips

Plan snacks and drinks by viewing block rather than for the whole day. For each person, allow roughly two drinks during the first screening block, then add one drink per later block and extra water for the breaks.
Keep chilled food and drinks in coolers until the break area is ready. Move perishable items out in small batches so they do not sit at room temperature throughout the marathon.
Match every laptop and projector to the correct HDMI cable and adapter before shopping is finished. Bring at least one spare HDMI cable, one spare adapter and enough power strips and extension cords to reach the seating and break areas.
Use reusable cups, plates and cutlery for the main service, then add serving platters and tongs so snacks can be portioned quickly between films. Plan enough table space for both the entrance table and separate break tables.
A dark room still needs safe orientation lighting. Prepare dimmable lights, LED light strings or flashlights, and keep spare batteries accessible rather than packed away with the other equipment.

Frequently asked questions

How much food and drink do I need for a film screening marathon?: For each guest, plan two drinks for the first screening block and one additional drink per later block, plus water. Count one snack portion per person for every planned break, then add about 10% extra for late arrivals and second servings.
What equipment should I buy for a film screening marathon?: You need a projector, projection screen, playback laptop, speakers, HDMI cables, HDMI adapters, audio cables, power strips and extension cords. Have at least one spare HDMI cable, one spare adapter and spare batteries for accessories.
How many cups and plates do I need for a film marathon?: Provide at least one reusable cup and one plate per guest, plus around 20% extra for replacements and overlapping breaks. If coffee or tea is served, add one coffee cup per guest and keep a few additional cups ready.
When should I buy food for a film screening marathon?: Buy nonperishable snacks, drinks and serving supplies 2 to 3 days before the event. Buy chilled or fresh items on the day before, keep them in coolers, and portion them shortly before the first break.

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