What you need for a film workshop

A film workshop needs more than cameras and laptops. You also need enough storage, charged batteries, reliable power, audio equipment, and presentation supplies for the whole group. Plan one usable camera setup per small group, plus spare SD cards, batteries, and cables so a single failure does not stop filming. This shopping list also covers coffee service and workshop materials, which are easy to overlook when you focus on the production equipment.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Flip chart
Flipchart padsqty 2

Equipment

Video camerasqty 6
Tripod setsqty 6
Directional microphonesqty 6
Headphonesqty 6
Laptopsqty 6
Projector
Projection screen
HDMI cablesqty 4
Card readersqty 6
SD cardsqty 12
Camera batteriesqty 12
USB sticksqty 6
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
Spare batteriesqty 24
Gaffer tapeqty 6
Cable tiesqty 50

Tableware

Mugsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving traysqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2

Cleaning

Waste binsqty 3
Broom and dustpan
Mop set
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Mineral water - 6 bottles
- Sparkling water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Orange juice - 3 cartons
- Apple juice - 2 cartons
- Coffee creamer - 2 tubs
- Unsalted butter - 2 packs
- White bread rolls - 30 pieces
- Whole wheat rolls - 24 pieces
- Young aged cheese - 1.5 kilograms
- Back ham - 1 kilogram
- Hummus - 4 tubs
- Chicken breast slices - 750 grams
- Cream cheese - 4 tubs
- Lettuce - 4 heads
- Tomatoes - 2 kilograms
- Cucumbers - 4 pieces
- Bell peppers - 6 pieces
- Arugula - 4 bags
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Apples - 24 pieces
- Bananas - 24 pieces
- Grapes - 3 kilograms
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salty pretzels - 2 bags
- Whole grain crackers - 3 packs
- Hummus dip - 2 tubs
- Butter biscuits - 3 packs
- Napkins - 3 packs
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfecting wipes - 3 packs
- Hand soap - 3 bottles

Tips

Plan one camera, tripod, microphone, and headphone set for each working group. Add at least one spare battery and one formatted SD card per camera before participants arrive.
Bring more storage than the camera capacity suggests: allow one spare SD card per camera and at least one USB stick for each group that needs to transfer or submit files.
Count power connections before setting up. Use power strips and extension cords for the laptops, projector, coffee maker, and chargers, then secure loose cables with gaffer tape or cable ties.
Test the full presentation chain at least 24 hours beforehand: laptop, HDMI cable, projector, projection screen, and speakers. Pack a spare HDMI cable because adapters and cables are often the first missing item.
Buy or collect tableware for the complete group, including mugs, drinking glasses, plates, and cutlery sets. Add serving trays and plan coffee and hot-water capacity for the first break, not just the start of the workshop.

Frequently asked questions

What equipment do I need for a film workshop?: For each small group, plan a video camera, tripod set, directional microphone, headphones, SD card, and spare camera battery. You will also need laptops, a projector, projection screen, HDMI cables, speakers, power strips, and extension cords for the shared parts of the workshop.
How many cameras do I need for a film workshop?: Use one camera per working group if participants will shoot at the same time. For example, four groups need four cameras, and it is sensible to have at least one spare battery and one spare SD card for each camera.
How many SD cards should I bring to a film workshop?: Bring at least one formatted SD card per camera, plus one spare card per camera. This gives a group a replacement if a card is full, damaged, or accidentally formatted during the session.
When should I prepare the film workshop equipment?: Test cameras, microphones, laptops, projector, cables, and editing software at least 24 hours before the workshop. Charge all batteries and format the memory cards the evening before, then pack spare batteries and cables with the equipment.

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