What you need for a film screening

A film screening needs more than a projector and a copy of the film. This shopping list covers the equipment, serving items, lighting and practical supplies needed to prepare the room, show the film and serve refreshments. Check the laptop, HDMI cable, speakers and power connections before guests arrive. For catering, count one cup per drink service and keep extra glasses, batteries and extension cables available.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 6
Tableclothqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Speakersqty 2
Audio mixer
Microphone
Extension cordqty 4
Power stripqty 4
Spare batteriesqty 8
Ticket list
Pensqty 10
Tapeqty 4
Cable tiesqty 50

Lighting

Standing lampsqty 4
Mood lightingqty 2

Tableware

Reusable glassesqty 100
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee makerqty 2
Kettlesqty 2
Serving traysqty 6
Scissorsqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Coolersqty 3

Decorations

Movie postersqty 4
Directional signsqty 8
Name badgesqty 100

Cleaning

Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 120 pieces
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 10 bags
- Sweet popcorn - 8 bags
- Rice cakes - 6 packs
- Snacks - 6 bags
- Mixed nuts - 3 kilograms
- Cheese cubes - 3 kilograms
- Cucumber - 8 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Hummus - 6 tubs
- Garlic sauce - 3 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Hard rolls - 100 pieces
- Mild cheese - 3 kilograms
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 2 kilograms
- Vegan cheese - 1 kilogram
- Diet cookies - 6 packs
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Paper napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Bring at least one spare HDMI cable, a power strip and an extension cord. A screening can be delayed by a missing adapter or a cable that does not reach the projector.
Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Use coolers for anything that must stay cold and prepare separate coffee and tea supplies.
Count one plate, one cutlery set and one reusable glass per guest, plus at least 10% extra. For 50 guests, that means 55 of each item so late registrations or dropped tableware do not create a shortage.
Pack spare batteries for the microphone and any other battery-powered equipment. Test the film file, subtitles and sound before doors open, not during the scheduled start time.
Buy or print directional signs before setup, especially for the entrance, screening room and toilets. Add name badges if volunteers or registration staff need to be identified quickly.

Frequently asked questions

What equipment do I need for a film screening?: You need a projector, projection screen, laptop, HDMI cable, speakers and the required audio connections. Also pack an extension cord, power strip and spare batteries, and test the complete setup at least 2 hours before guests arrive.
How many glasses and plates do I need for a film screening?: Allow one glass, one plate and one cutlery set per guest, then add 10% spare. For 50 attendees, prepare 55 glasses, 55 plates and 55 cutlery sets.
How much coffee and tea should I buy for a film screening?: Plan two to three drinks per person during the first hour, including coffee, tea and cold drinks. For 50 guests, prepare at least 100 servings for a one-hour screening and keep extra cups and hot-water capacity available.
When should I test the film and projector?: Test the video file, subtitles, projector, speakers and microphone at least 2 hours before the audience enters. Keep the laptop and cables connected until the screening starts so you can resolve last-minute connection problems.

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