What to buy for a film workshop

A film workshop needs more than cameras and a projector. Each team needs a workable set of filming, sound and production materials, while the group also needs presentation equipment, stationery and secure storage for footage. Use this list to prepare the room and distribute supplies before participants arrive. Check batteries, memory cards, cables and adapters at least one day ahead; missing small items can stop a whole team from filming.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Registration desk
Coat racksqty 2

Equipment

Video camerasqty 4
Tripodsqty 4
Audio recordersqty 4
Directional microphonesqty 4
Lavalier microphonesqty 4
Headphonesqty 8
Video lightsqty 8
Light standsqty 8
Projector
Projection screen
Laptopqty 4
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 6
Power banksqty 6
Memory cardsqty 8
USB card readersqty 4
External Hard Driveqty 2

Film supplies

Clapperboardsqty 4
Script foldersqty 8
Clipboardsqty 8
Prop boxesqty 4
Gaffer tapeqty 8
Marker conesqty 12
Paper film platesqty 24
Ballpoint pensqty 30
Pencilsqty 30
Markersqty 12
Whiteboard
Whiteboard markersqty 6

Tableware

Reusable cupsqty 30
Platesqty 30
Cutlery setsqty 30
Coffee cupsqty 24

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Serving traysqty 4
Scissorsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4

Lighting

Atmosphere lightsqty 6

Cleaning

Vacuum cleaner
Bucketsqty 2
Floor mopsqty 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
- Spa Rood - 2 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Orange juice - 3 liters
- Apple juice - 2 liter
- Lemons - 6 pieces
- Sandwich rolls - 30 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilogram
- Back ham - 1 kilogram
- Smoked chicken breast - 750 grams
- Cucumbers - 6 pieces
- Tomatoes - 1,5 kilogram
- Lettuce - 4 heads
- Bell peppers - 6 pieces
- Cherry tomatoes - 1 kilogram
- Olives - 2 jars
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Popcorn - 2 bags
- Salty pretzels - 2 bags
- Apples - 24 pieces
- Bananas - 20 pieces
- Grapes - 2 kilogram
- Cookies - 4 packs
- Vegan spreads - 3 packages
- Gluten-free rolls - 6 pieces
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Sponges - 1 pack
- Paper towels - 2 packs

Tips

Give each filming team one camera, tripod, audio recorder, microphone, pair of headphones, memory card and clipboard. Add a script folder, pens and the props needed for that team’s assignment.
Plan at least one formatted memory card per camera, plus one spare card for every two teams. Bring a USB card reader and an external hard drive so footage can be copied before cards are reused.
Bring one extension cord and one power strip for each equipment station, then add at least two spare cables. Keep power banks available for devices that cannot stay near a socket.
For a workshop with several sets, allow one video light and light stand per active set, with gaffer tape for securing cables and marking positions. Marker cones and paper film plates help separate and label the sets.
Set aside a registration desk, coat racks, tables and chairs before unpacking the technical gear. Keep the projector, screen, laptop and HDMI cable together so the presentation can be tested as one complete setup.

Frequently asked questions

What equipment does each film workshop team need?: Start with one video camera, tripod, audio recorder, microphone, headphones, memory card and clipboard per team. Add a script folder, pens and the assigned props so teams can begin without sharing basic equipment.
How many memory cards should I buy for a film workshop?: Use at least one formatted memory card per camera and keep one spare card for every two teams. For example, four cameras require four working cards plus two spare cards.
How early should I test the film workshop equipment?: Test cameras, microphones, recorders, projector, laptop, HDMI cables and power connections at least one day before the workshop. Charge batteries and format memory cards after the test, then check them again when setting up.
What should I bring to store and transfer workshop footage?: Bring a USB card reader and an external hard drive with enough free space for all camera cards. Copy footage before reusing any card, and label each team’s files immediately after transfer.

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