Film screening shopping list

A film screening needs more than a film file and a projector. Plan seating, serving equipment, drinks, snacks and the small technical items that can stop the screening if they are missing. Use your guest count to scale catering and tableware, then check cables, power and spare batteries before guests arrive. Buy chilled drinks and fresh food close to the event, while arranging screening rights and technical equipment several days earlier.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
Reception desk
Waste binsqty 4
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Audio mixer
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Remote controlsqty 2
Spare batteriesqty 8
Gaffer tapeqty 2

Lighting

Atmosphere lightsqty 6
Flashlightsqty 3

Tableware

Glassesqty 70
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 60
Serving plattersqty 10
Pitcherqty 4

Kitchen

Popcorn machine
Kettlesqty 2
Coffee maker
Coolersqty 3
Ice cube traysqty 3
Serving spoonsqty 8

Decorations

Film platesqty 3
Film stripsqty 2
Tableclothsqty 6
Directional signsqty 8

Cleaning

Vacuum cleaner
Mop
Bucketsqty 2

Catering

Groceries
- Popcorn kernels - 3 kilograms
- Popcorn oil - 2 liters
- Popcorn salt - 500 grams
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salted pretzels - 3 bags
- Wine gums - 2 kilograms
- Drop - 1 kilogram
- Chocolate bars - 60 pieces
- Cookies - 8 packs
- Mini sandwiches - 60 pieces
- Hummus - 1 kilogram
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 60 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Sparkling water - 3 crates
- Alcohol-free beer - 3 cases
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Lemons - 10 pieces
- Coffee stirrers - 100 pieces
- Napkins - 300 pieces
- Paper snack bags - 100 pieces
- Trash bags - 40 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Disinfectant wipes - 4 packs

Tips

Allow 2–3 drinks per person for the first hour, then around 1 drink per person for each additional hour. Chill the drinks at least 4 hours before doors open and keep a separate supply of water available.
For popcorn, plan 40–60 g per guest if it is the main snack. Buy or arrange the popcorn machine, serving platters and serving spoons at least 2 days before the screening so you can test how they work together.
Count one plate, one cup or glass and one cutlery set per expected guest, plus 10% extra. This covers late registrations, dropped items and people who return for a second serving.
Pack at least one spare HDMI cable, two sets of spare remote-control batteries and enough extension cords and power strips to reach every device. Test the complete projector, laptop and sound connection no later than the day before.
Prepare a basic lighting and safety kit with atmosphere lights, flashlights and gaffer tape. Mark loose cables before guests enter, and place waste bins and coat racks where they can be found without interrupting the screening.

Frequently asked questions

What food and drinks do I need for a film screening?: For each guest, plan 2–3 drinks for the first hour and about 1 drink per additional hour. Add 40–60 g of popcorn per person, plus enough plates, cups or glasses and cutlery for everyone and 10% extra.
How much popcorn should I buy for a film screening?: Use 40–60 g of popcorn per guest when popcorn is the main snack. For 50 guests, that means roughly 2–3 kg, with extra serving platters and spoons ready before the doors open.
What technical equipment should I bring to a film screening?: Bring the projector, screen, laptop, speakers, audio mixer, HDMI cable, extension cords and power strips. Pack at least one spare HDMI cable and two sets of spare batteries, then test the full setup at least 1 day before the event.
When should I buy supplies for a film screening?: Arrange screening rights and reserve technical equipment several days ahead. Buy shelf-stable food and disposables at least 2 days before, and chill drinks and buy fresh catering on the day or within 24 hours of the screening.

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