What you need for a movie night

A good movie night needs more than a film and a screen. Use this shopping list to cover drinks, snacks, serving ware, coffee, seating, and the small technical items that are often missing when setup starts. Check what the venue already provides before buying anything, especially tables, chairs, kettles, and extension cords. Then shop early enough to chill drinks, prepare food, test the laptop connection, and replace missing cables before guests arrive.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
Folding table at entrance

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Audio cableqty 2
Power stripsqty 4
Extension cordsqty 4
Cable tapeqty 2
Presentation remote

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 10
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Movie night postersqty 6
Tableclothsqty 6
String lightsqty 4
Clapperboard decorationqty 2

Lighting

Standing lampsqty 4
Emergency lightingqty 2

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Popcorn kernels - 3 bags
- Popcorn salt - 1 jar
- Salted peanuts - 3 bags
- Snack nuts - 3 bags
- Mini pretzels - 3 bags
- Cheese cubes - 2 kilos
- Cucumber - 4 pieces
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Hummus - 6 tubs
- Salsa - 4 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Gluten-free crackers - 3 packs
- Vegan cookies - 4 packs
- Butter cookies - 5 packs
- Brownies - 60
- Napkins - 200 pieces
- Paper snack trays - 100 pieces
- Teaspoons - 100 pieces
- Ice cubes - 10 kilos
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan around the guest list: allow about 2–3 drinks per person for the first hour, then add water and a little extra for the rest of the screening.
Buy snacks that can be served without cooking during the film. For a 2-hour programme, provide at least 2–3 snack portions per guest and keep dietary requirements separate.
Check the projector connection before shopping. Confirm whether the laptop needs an HDMI adapter, and bring a spare HDMI or audio cable if the venue’s equipment is unfamiliar.
Count serving items against the registration list, not the room capacity. Have one reusable cup, plate, and cutlery set per guest, plus about 10% extra for replacements.
Do not leave drinks and coffee supplies until the last day. Chill soft drinks several hours ahead, and check that the coffee maker, kettles, thermos flasks, and coolers are available before the event.

Frequently asked questions

How much food and drink do I need for a movie night?: For each guest, plan 2–3 drinks during the first hour and at least 2–3 snack portions for a two-hour programme. Add water and around 10% extra so you are covered for late registrations or spills.
What cables do I need for a movie night projector?: You normally need an HDMI cable, the correct HDMI adapter for the laptop, an audio cable, power strips, and extension cords. Test the complete setup at least 24 hours before the screening, not just the individual devices.
How many cups and plates should I buy for movie night?: Provide one cup, plate, and cutlery set per registered guest, then add roughly 10% extra. For 40 guests, that means at least 44 of each item if replacements are not already available at the venue.
When should I buy supplies for a movie night?: Buy dry snacks, serving ware, cables, and decorations 3–7 days beforehand. Purchase chilled drinks and fresh food no later than the day before, leaving time to check dietary requirements and prepare everything.

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