What to buy for a film screening with Q&A

A film screening with a Q&A needs more than a projector and chairs. You’ll need reliable playback, clear sound for the film and panel, safe cable management, and enough tableware for refreshments. This shopping list covers the practical items to bring or buy, including backup media, batteries, lighting, signage support and catering basics. Check technical requirements and visitor numbers before shopping so you do not run short on glasses, cups, seats or connection cables on the day.

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What to bring

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

Furniture

Chairsqty 90
Reception tablesqty 3
Q&A table
Panel chairsqty 5
Tableclothsqty 4

Equipment

Projector
Movie screen
Laptopsqty 2
Media playersqty 2
Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 3
HDMI cablesqty 3
Audio cablesqty 4
Extension cordsqty 4
Power stripsqty 6
USB sticksqty 2
Spare batteriesqty 12
Gaffer tapeqty 3
Cable traysqty 12
Break timer

Lighting

Standing lampsqty 4
LED spotlightsqty 4
Emergency lightingqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 90
Wine glassesqty 70
Platesqty 100
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Bottle openersqty 4
Measuring cupsqty 2
Ice packsqty 16

Decorations

Projection screen decorationqty 2
Table decorationsqty 8
Theme postersqty 6
Sticky tackqty 4
Name badgesqty 10
Pensqty 20

Cleaning

Waste binsqty 8
Mop setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Washing-up tubsqty 3
Hand soap dispensersqty 4
Towel rollsqty 8

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 cups
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger beer - 6 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Ice cubes - 10 bags
- Lemons - 12 pieces
- Limes - 12 pieces
- Apples - 8 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell pepper strips - 3 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Snack sausage - 2 kilo
- Olives - 8 jars
- Sun-dried tomatoes - 4 jars
- Pickles - 4 jars
- Baguettes - 16 pieces
- Whole grain bread - 8 loaves
- Crackers - 12 packs
- Grissini - 8 packs
- Tortilla chips - 12 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Popcorn - 8 bags
- Dark chocolate - 3 kilos
- Cookies - 12 packs
- Brownies - 8 boxes
- Mini muffins - 8 boxes
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Basil - 1 bunch
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Glass trash bags - 10 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Tea towels - 12 pieces
- Coffee filters - 2 packs
- Cocktail picks - 4 boxes
- Deep disposable trays - 100 pieces
- Paper snack bags - 100 pieces

Tips

Plan one complete playback setup and one backup route. Bring the film and subtitle files on at least two USB sticks, and check that your laptop, media player, projector and HDMI cables work together before the event.
Count seating against your confirmed capacity, then add a small margin where possible. The Q&A also needs a separate table and chairs for the panel, rather than relying on the screening layout.
For refreshments, calculate portions from confirmed registrations and dietary requirements. Include coffee cups, water and wine glasses, plates and forks; add extra tableware if guests are likely to take seconds.
Pack more cable-management supplies than you expect to use. Gaffer tape, cable trays, extension cords and power strips help keep walkways clear when the projector, speakers, mixer and microphones are placed in different parts of the room.
Prepare the Q&A sound separately from the film playback. Test every wireless microphone, stand, spare battery and audio cable, and keep a break timer available so the discussion does not overrun the published schedule.

Frequently asked questions

What equipment do I need for a film screening with Q&A?: At minimum, plan for a projector, movie screen, playback laptop or media player, speakers, HDMI and audio cables, and suitable power supplies. For the Q&A, allow one microphone per active speaker plus at least one spare battery set.
How many chairs and glasses do I need for a film screening?: Start with one chair per confirmed visitor and add the panel and moderator separately. For drinks, count at least one water glass per guest and one coffee cup per coffee drinker; buy or bring roughly 10% extra for breakage and second servings.
How many copies of the film should I bring?: Bring two copies of the film and subtitle files on separate USB sticks, even if the venue has a media player. Test both copies and the full playback chain no later than the day before the screening.
When should I test the film screening equipment?: Complete a full technical test at least 24 hours before the event, including subtitles, sound levels, microphones and the Q&A presentation. Repeat a short check 60–90 minutes before doors open to catch loose cables or depleted batteries.

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