What to buy for a film screening

A film screening needs more than the film and a projector. You will need drinks and snacks for the audience, serving supplies, coffee equipment and reliable connections for the laptop, projector and speakers. Check whether the venue already provides tables, chairs, blackout curtains and power strips before buying or borrowing anything. Plan quantities from your confirmed visitor list, then leave time to chill drinks, prepare snacks and test every cable before doors open.

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What to bring

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

Furniture

Chairsqty 55
Tablesqty 6
Tableclothsqty 6
Reception desk
Waste binsqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Audio mixer
Microphone
USB stickqty 2
Extension cordsqty 4
Power stripsqty 4
Cable matsqty 6
Flashlightsqty 3

Lighting

LED lightsqty 6
Mood lightingqty 4

Blackout

Blackout curtainsqty 4

Tableware

Reusable cupsqty 70
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Measuring cupsqty 2
Ice packsqty 12

Decorations

Projection screen decoration
Table décorqty 6
Name badgesqty 60
Directional signsqty 8
Tapeqty 4
Cable tiesqty 30

Cleaning

Bucketsqty 2
Mopsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 12
Glovesqty 6
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Ice cubes - 6 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa sauce - 4 jars
- Salted peanuts - 3 bags
- Party nuts - 3 bags
- Popcorn kernels - 2 kilos
- Popcorn oil - 1 bottle
- Popcorn salt - 1 jar
- Mini pretzels - 3 packs
- Mini pretzels - 3 bags
- Cucumber - 4 pieces
- Cherry tomatoes - 1.5 kilos
- Carrots - 1 kilo
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Hummus - 4 tubs
- Cream cheese - 2 tubs
- Baguettes - 8 pieces
- Crackers - 6 packs
- Herb butter - 4 tubs
- Mini muffins - 60 pieces
- Cookies - 6 packs
- Brownies - 50 pieces
- Napkins - 300 pieces
- Stirrers - 100 pieces
- Paper straws - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs

Tips

For drinks, plan two to three servings per person for the first hour, then add one serving per person for each additional hour. Include coffee, tea and water rather than relying on one option.
Allow one snack portion per guest, plus about 10% extra for late arrivals or larger appetites. Plates, serving platters and tongs prevent food from being handled directly.
Test the laptop, HDMI cable, adapter, projector and speakers with the actual film file at least one day before the screening. Keep a USB stick with the file as a backup.
Count power outlets before setup and bring enough extension cords and power strips for the projector, laptop, audio equipment and coffee appliances. Cover cables across walking routes with cable mats.
Check lighting and blackout supplies before the event, not during setup. A darkened screen area, low-level LED or mood lighting and a few flashlights make arrivals and exits safer.

Frequently asked questions

What snacks and drinks do I need for a film screening?: Plan one snack portion and two to three drinks per person for the first hour. For longer screenings, add one drink per person per extra hour and include coffee, tea and water.
How many cups and plates should I buy for a movie night?: Provide at least one cup and one plate per guest, plus 10% extra. For a screening of 50 people, that means 55 cups and 55 plates, with additional coffee cups if coffee is served.
When should I test the projector and sound for a film screening?: Run a complete test at least one day beforehand using the actual video file, laptop and cables. Repeat a short check 60 minutes before doors open to catch loose connections or changed settings.
What cables and power supplies are needed for a film screening?: Bring the correct HDMI cable and adapter, plus extension cords and power strips for all equipment. Count every powered device and pack one spare connection option, such as a USB stick with the film, before the event day.

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