What you need for a music movie night

A music movie night needs more than films and a projector. You need a clear setup for screening, sound, refreshments and guest arrival, with the right cables and serving items ready before people arrive. This shopping list covers the practical supplies for drinks, coffee, snacks, seating, projection, music clips and signage. Check quantities against your registration list, then buy or borrow items early enough to test everything.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Reception desk
Drinks tableqty 2
Stoolsqty 4

Equipment

Projector
Projection screen
Speakersqty 2
Mixer
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Microphone
USB stickqty 2

Lighting

Atmosphere lightsqty 6
Light switchesqty 2

Decorations

Music postersqty 8
Decorative clothsqty 4
Program flyersqty 60
Name stickersqty 60

Tableware

Glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Party nuts - 3 bags
- Olives - 3 jars
- Grapes - 3 kilos
- Apples - 40 pieces
- Mandarins - 40 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Cheese - 2 kilos
- Brie - 1 kilo
- Grape jam - 2 jars
- Baguettes - 12 pieces
- Crackers - 6 packs
- Mini wraps - 60 pieces
- Chicken breast topping - 1 kilo
- Vegetarian spread - 6 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 6 pieces

Tips

Plan drinks for around two to three servings per person during the first hour, then add extra for a longer programme. Chill the drinks before guests arrive and keep a separate supply for coffee and hot water.
Allow one plate, one cutlery set and one glass per guest, plus at least 10% extra. Add coffee cups if you are serving coffee, and place serving platters where snacks can be reached without blocking the entrance.
Check the projector, screen, speakers, mixer and laptop at least 24 hours before the event. Test every HDMI cable, extension cord and power strip together; a missing adapter or short cable is often noticed only during setup.
Prepare the reception table with name stickers, programme flyers and a clear registration list. Print more flyers than registered guests—around 10% extra—and keep a USB stick with the films and music clips as a backup.
Use atmosphere lights that do not shine onto the projection screen, and bring enough extension cords to keep cables away from walkways. Add route and restroom signs before opening the entrance, not after the first guests have arrived.

Frequently asked questions

How much food and drink do I need for a music movie night?: For drinks, plan on two to three servings per person for the first hour, then add about one serving per person for each additional hour. Buy roughly 10% extra snacks and tableware so late arrivals and spills do not leave you short.
What equipment do I need for a music movie night?: You need a projector, projection screen, speakers, mixer, laptop, HDMI cables, extension cords and power strips. Test the complete setup at least 24 hours beforehand, including the USB stick backup and microphone if announcements are planned.
When should I chill drinks and prepare snacks?: Chill drinks several hours before guests arrive; use coolers if the refrigerator cannot hold everything. Prepare snacks on the day itself and place them on serving platters shortly before opening to keep them fresh.
How many glasses, plates and cutlery sets should I buy?: Start with one glass, plate and cutlery set per registered guest, then add at least 10% extra. Provide one coffee cup per guest who will drink coffee, or use the same 10% buffer if attendance is uncertain.

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