What You Need for a Film Workshop
A film workshop needs more than cameras and a projector. You need one workable camera and audio setup per crew, enough power and storage for the full day, and a clear way to handle footage between sessions. Plan seating and workstations before buying supplies, then check catering and printed materials against your final participant count. This list helps you cover the equipment, cables, consumables and refreshments that are easiest to overlook.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 24
- Reception desk
- Waste binsqty 4
Equipment
- Video camerasqty 4
- Tripodsqty 4
- Directional microphonesqty 4
- Wireless microphonesqty 2
- Headphonesqty 8
- LED lightsqty 4
- Light standsqty 4
- Projector
- Projection screen
- Laptopsqty 8
- Card readersqty 4
- Memory cardsqty 8
- Battery chargersqty 8
- External hard drivesqty 2
- HDMI cablesqty 3
- Extension cordsqty 8
- Power stripsqty 8
- Gaffer tapeqty 4
Kitchen
- Coolersqty 3
- Coffee machinesqty 2
- Kettlesqty 2
Tableware
- Reusable cupsqty 40
- Platesqty 30
- Cutlery setsqty 30
- Serving plattersqty 8
- Coffee potsqty 2
- Water jugsqty 4
Decorations
- Name badgesqty 24
- Clapperboard
- Backdrop clothqty 2
Cleaning
- Broomqty 2
- Litter pickersqty 2
- Bucketsqty 2
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Spa Blauw - 4 bottles
- Sparkling water - 2 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 2 cartons
- Orange juice - 2 cartons
- Lemons - 6 pieces
- Apples - 24 pieces
- Bananas - 24 pieces
- Grapes - 2 kilos
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilo
- Carrots - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 4 tubs
- Salsa - 3 jars
- Rice cakes - 4 packs
- Whole wheat wraps - 5 packs
- Cheese - 1.5 kilos
- Hummus wraps - 20 pieces
- Chicken breast topping - 1 kilo
- Vegan toppings - 500 grams
- Lettuce - 4 heads
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Cookies - 5 packs
- Brownies - 30 pieces
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Trash bags - 2 rolls
Tips
- Plan one camera, tripod, directional microphone and set of headphones for each film crew. Add at least one spare memory card and a charged battery per camera so a single failure does not stop filming.
- Bring two memory cards per camera for a full-day workshop, plus at least one external hard drive for collecting footage. Format the cards before participants arrive and test that files copy correctly.
- Count power points before the day starts. Pack extension cords, power strips and gaffer tape for every workstation, and keep chargers together at the reception or equipment desk.
- Test the projector, screen and HDMI cables before the workshop begins. Keep one spare HDMI cable available; presentation problems are often caused by a missing adapter or damaged cable rather than the projector.
- Buy refreshments for the confirmed attendance, not the invitation list. Set out reusable cups, plates and cutlery, and prepare coffee and hot water before registration so the first break does not become a queue.
Frequently asked questions
- How many cameras do I need for a film workshop?
- Use one camera for each film crew working at the same time. For example, four crews need four cameras, four tripods and four audio setups; keep one spare camera or backup recording option if the budget allows.
- How many memory cards should I buy for a film workshop?
- Allow at least two formatted memory cards per camera for a full-day workshop. Choose cards with enough capacity for the camera’s recording format, and bring one extra card for every two cameras.
- What cables and power supplies are needed for a film workshop?
- Plan at least one extension cord and one power strip for each laptop or editing workstation, plus HDMI cables for the projector setup. Test everything 1–2 days before the workshop and label cables before participants arrive.
- How much coffee and catering do I need for a film workshop?
- Base the order on confirmed participants and staff, then add around 10% extra portions. For a half-day workshop, plan at least two cups of coffee or tea per person, plus water and enough plates, cups and cutlery for each meal or snack break.
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